If you have ever planned an event, you’ll know there are just so many details to cover. Due to the sheer number of things that need to be organised, it can be easy to miss some or cut corners.
To ensure your event goes off without a hitch and leaves an impression on your guests for all the right reasons, we’ve prepared this easy-to-follow guide of common mistakes to avoid.
Your Event Planning Checklist
Researching Vendors
We know it can be easier to just settle on the first vendor that you speak with, but we would urge you to shop around and do your research.
Every vendor, us included, wants to make the best impression on a client and secure their business. However, many vendors fail to deliver on their promises with regard to equipment quality, delivery timeframes, set-up, emergency support and more.
We recommend comparing at least three event management and hire companies and taking the time to review feedback about them online. A quick Google search should give you plenty of reviews regarding their service and whether they are worth your time.
A good vendor will take the time to ask you in detail about your booking including things such as:
- The number of guests
- The type of equipment needed
- The time needed to set up and pack down
- Contingency plans for wet weather
- The event location and size of the venue and more.
Estimating Costs
Nothing takes the shine off your event faster than realising you’ve gone over budget or do not have the funds to put on the successful event you’d hoped for.
When organising an event, you need to have an event budget and be firm about how far you can push it. Be sure to list out all your expenses and add them up before booking anything.
Negotiating Rates
Further to the above, it is totally fine to negotiate pricing with your vendors and most event management companies are going to expect some haggling. Ask about discounts for bookings with multiple hiring aspects, early payment discounts and more.
As an aside, be sure to send an email confirming any discounts discussed on the phone and obtain a confirmation reply.
Understanding Requirements and Limitations
Do you want fire-twirling acrobats riding on elephants at your event? While that sounds amazing, the likelihood of it happening is slim. Why? Because with every event there are requirements set out by vendors and limitations on what can realistically be achieved.
Before you get too far ahead in your planning you need to understand the requirements and limitations of your venue and the vendors you are dealing with to ensure you avoid disappointment.
Inspecting Equipment & Supplies
Have you ever bought an item online or via social media and been upset when it arrived looking completely different? If so, then you’ll understand the importance of inspecting equipment and supplies before agreeing to the hire.
An event planner should always make time to inspect the quality of items being hired to be sure that they are as expected.
The Excel Hire Difference
At Excel Hire, our experienced team members work actively with all our clients to ensure common event planning mistakes are avoided. We are experts in the event planning process and can help you spot things you have missed.
We are proud of our reputation as a leader in event equipment hire and planning and always double-check and triple-check all our bookings to maintain optimal outcomes.
We encourage you to reach out if you’re planning an event, we’d love to give you a hand! You can speak with us on 07 3217 3217
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