Events, gatherings, get-togethers or whatever you may want to call it, are so much fun and enjoyable. It is a time when friends, families, mates, and colleagues get to spend relaxing time in the company of the people they treasure.
Social events are also great avenues to be able to expand connections and to be able to surround yourself with people with the same passions, advocacies or interests.
As social events are vital to every society and community, so much time and effort goes into their planning. Keeping this in mind, we have gathered some of the best tips and recommendations for you.
Continue reading down below to find out what the important things to keep in mind while arranging an event outside the home are. Sit back and grab your pens because you are in for a ride!
1) Reflect On The Goals Of The Event
One of the first things you should do is to reflect on the goals and vision of the event. Whether it is a wedding event, high school batch reunion or a company ball, you should first establish a tangible end goal.
If the gathering is for a wedding event, then the program you should prepare should highlight the loving union of the wedding couple. If it is a company ball, then you should focus on activities that will foster camaraderie, enjoyment and bond among the employees and the directors.
On the other hand, if the gathering is targeted to raise awareness of a specific advocacy then you should make sure that by the end of the event, the advocacy has been celebrated and made known.
Whatever you are celebrating or gathering for, the key is to clearly set definite goals and look at the end vision in order to make a foolproof gameplan.
2) Be Sure To Check The Weather In Advance
Nothing kills an outside party like a torrential snowfall or a heavy rainstorm. In choosing the date of the event, make sure that you have already checked the weather beforehand.
Try choosing a date when the weather is not too hot nor too cold. This is especially because events outside the home are very vulnerable to mother nature’s mercy.
If the date is not flexible and cannot be moved like a birthday party, anniversary celebration or a Thanksgiving party, the safest way is to celebrate them indoors. This is especially applicable when the weather has very low chances of improving in the coming days.
3) Work Within Your Budget
After reflecting on your program, tasks, and end goals, you should only allow yourself to work within your budget. “Working within your budget” means that you do not only take into account estimated costs but also contingent and unforeseen costs.
For example, more people than those expected attended the event or there was a problem in the catering of your event, then an emergency fund for additional food should be on-hand.
If you are low on budget, consider canvassing for more affordable options. You can do this by asking your friends and relatives for reliable and honest recommendations. You can even possibly get big discounts if you avail the services of companies or business owners whom you have mutual connections with.
If, on the other hand, you have a flexible budget, always aim to avail the best services possible. Remember, quality services are not always expensive in the same way that not all cheaper options are substandard.
4) Allocate Responsibilities And Get Into Details
Do not be alone in the preparation if it is possible. Allocating tasks is very important and effective for a perfect and successful event.
Events preparation, especially those big get-togethers held outside the home, have many components: the before, after and during.
Usually, events held outside the home are are large gatherings which require very heavy preparations that is why distributing tasks and responsibilities are essential and recommended.
The BEFORE: For the allocation of tasks before the event, consider assigning people who will secure the venue, those who will handle the food preparation, and those who will handle anything related to event rentals.
The DURING: As they say, “the devil is in the details.” Make sure you are prepared for any contingency or emergency that may happen during the event. Examine all the details of your program (ask frequent reports from your divisions people to be able to supervise them effectively) and see to it that you always have a Plan B for any major part of the outside event. For example, if the weather is too risky, consider a Plan B place where you can transfer the guests.
The AFTER: After the event, make sure that you secure all the rent and catering money. Be as prompt in paying your dues as you are strict in making sure they actually provide the quality service you paid for. Moreover, have your divisions people evaluate their individual responsibilities and help them finish up all the things that needs attention.