Planning an Event 2

Planning an Event

28 March 2019

Planning an event is an exciting time for organisers. They’re on a road that could last between 4 and 18 months, culminating with their event playing out in front of an audience of excited attendees.

On this road, organisers come across several turns ranging from finding the ideal location and hiring event equipment, to understanding the objectives and marketing.

PAL Hire assists event organisers in their journey of planning an event, as well as supplying a wide range of products and services, including welfare units, fences and barriers, and temporary buildings across the UK.

A Masterplan to Organising an Event

The key to your event is in the planning. Once you’ve settled on the notion of having an event, you need to create your masterplan. Your masterplan is your event bible. It will include everything needed for your event.

It should start with the date of your event. You should choose three particular dates when the event could be held. Three dates are crucial in case the location you choose is unavailable on your first choice.

With the three dates in mind, you should decide on your objectives. What are you trying to achieve ? The majority would answer “make money.” Every host looks to make a profit after they’ve covered the cost of their outlay and VIPs.

Revenue Streams

It may seem impractical to know how much money you’re expecting to generate before the event has started, but understanding your revenue streams, how much you will be charging, and number of attendees will help considerably when hiring equipment and VIPs.

Your revenue streams include how much you’ll be charging attendees and whether you will seek sponsorship for your event. This will all depend on the type of event you’re hosting.

If your event is to bring together people within one industry to showcase their products and services, stalls may also be hired to exhibitors. These three major revenue streams will help you budget for equipment hire and marketing.

Location

The location of your event is paramount to its success. Pick a bad location and you’ll struggle to entice attendees to travel. A good location and you’ll have queues and queues of visitors as far as the eye can see.

Only you can decide if a location is fit for purpose. To do this, you should visit the site, understand the surrounding area, transportation links, and nearby accommodation.

Have You Considered Insurance?

As much as you safeguard your event, accident do happen and you need to make sure you, your staff, and your attendees are protected. Depending on your type of event, public liability or professional indemnity insurance will be required.

Public liability insurance covers compensation claims if attendees suffer personal injury as a result of your event. Professional indemnity insurance is important if your event will be providing professional services to attendees. It can pay for compensation claims that may arise if an attendees suffers a professional loss.

Cater for Humans

Maslow’s Hierarchy of Needs states humans need the basic needs of food, water, warmth, rest, security, and safety. You must ensure all attendees are provided to these basic facilities, as a minimum, if they want to enjoy the event.

PAL Hire provides a range of welfare facilities, including both men’s and women’s toilets and showers. We’re also able to offer disabled access units, which include baby changing facilities. Being able to cater for a wide range of demographics is essential to any event.

Using PAL Hire for Event Logistics

Event organisers have used PAL Hire for all their hire needs, and you can follow suit. This article is simply a brief guide on the depth of information PAL Hire’s team of experts can provide when you give them a call.

In the next month, PAL Hire will be introducing an Events section on our website. Keep your eyes peeled for further information, so you can benefit from hiring equipment from our team of experts. Call us today for your needs either this summer or next summer.