Event Planning

A to Z of Events

I really want to use this blog to not only talk about my life and things I’m interested in, but I also want to use my degree and my future profession on this blog too which is Event Management. Back in July, I graduated from uni after studying Event Management for 3 years so it only makes sense that I write a bit about it on my blog. I’ve already written one post on it which you can read here if you missed it and it was my guide to planning a party. Today I’m going to give you an A to Z of Events so let’s get started. *disclaimer, I got a little stuck with some of the letters so it’s not a complete A to ZšŸ˜‚)*

Advertising – This is one of the most important parts of anĀ event because after you’ve planned your event, you need to make sure people actually show up, this is where advertising comes in. There are so many ways to advertise your event for example posters, the radio but the most popular these days is through Social Media which I’ll talk about later.
Budget – The budget is the amount of money you have to spend on your event. You need to keep an eye on how much you’re spending to ensure that you stay within your budget.
Contingency Plan – A contingency plan is what you have in place if something were to go wrong, for example, in the UK the weather is super unpredictable so if you’re having an outdoor event, even if it’s forecast to be sunny, you should have some sort of shelter for your attendees to use if it happens to rain.
Date – The date of your event needs careful consideration. You need to bear in mind the time of year you want your event, for example, you don’t want to plan an outdoor event in the UK in the winter, although you can never guarantee the weather in the UK, there’s more of a chance for it to be a nice day in the summer. You also need to consider any religious or public holidays, also public events like elections.
Environment – The environment is an important for any event, especially if your event is outdoors. Littering is one of the biggest problems with events so you need to make sure that you have enough rubbish bins around your event site and also have someone litter picking just to make sure that your site is kept clean.
File – An event file is essential, you should have a file for each event you plan. Your event file is where you keep all your documents so your licenses, permits and risk assessment etc. You should also always have your file on-site at your event, I learned this the hard way by not bringing it to an event I planned in uni and because of this, my group was marked down (but we still had quite a high mark so all was forgivenšŸ˜‚).
Guides – If you are planning an event of any kind, there’s bound to be a ton of guides online to help you. A good one for events is The Purple Guide to Health, Safety and Welfare at Music and Other Events but there are more available!
InsuranceĀ – It is vital to get insurance for your event just in case of an injury or property loss or damage.
Licenses – There are a number of licenses that you need for most events, for example, if you’re having a one-day music festival then you need a temporary music license in order to be able to play music. If you have one of these, you must stay within the conditions of the license, for example, the other week there was a festival near my house (I mentioned it in one of my posts because it was so loud) and they breached the conditions of their license as they started earlier than they were allowed to and it was louder than it should have been so they aren’t able to have any more events because they breached their conditions.
ManagerĀ – The event manager plans and delivers the event, without them, there would be no event.
NegotiationĀ – This is a big part of events because, for most events, if not all of them, you want to get as good a price as possible for any equipment, tents/gazebos, entertainment or anything for your event, negotiation is the way to do this.
ObjectivesĀ – When planning an event, you need to understand your event objectives because it will help you with how you plan your event, for example, if your objective is to raise money, you will want to limit how much your spending in order to make more money but if your objective is to raise awareness about something like a company/business then maybe the amount your spending will be lower on your list.
Planning – Planning is definitely the most important aspect of an event because, without planning, you won’t have an event.Ā 
Questionnaires – At any event, it’s vital to get feedback about your event. This could either be done during the event or if you bought your tickets online, quite often you will get an email asking for feedback after the event (I had this after FriendsFest). This is how you learn what was good about your event and what you may need to change if your event is an annual one.
Risk Assessment – The risk assessment is where you examine the event and plan out many different scenarios that could cause accidents or injuries and make a note of how you could prevent them. For example, if your event is outside and you have temporary flooring, you need to make sure it’s non-slippery just in case it rains.
Social Media – As I’ve previously mentioned, I believe that social media is the best way to advertise events because you can reach so many people, either for free or by having sponsored posts which target a certain demographic.
Tickets – Ticketing for events is absolutely essential as you need to ensure that you don’t sell more tickets than the venue capacity will allow. For example, for a concert in an arena that holds 3,000 people, you can’t sell more than 3,000 tickets because if there’s an emergency like a fire, you need to be able to get everyone out as quickly and safely as possible and if there are too many people in the venue, it will be harder to get everyone out.
Volunteers – I’ve volunteered at loads of events and honestly, I believe most events would fail without them because most events need lots of staff but you may not always be able to afford to pay your staff so volunteers are the best way to go. I think it’s quite easy to get volunteers for most events as long as there’s something you can offer them in return like a chance to have some time to enjoy the event themselves etc. However, if you’re like me, you volunteer to gain experience, especially if you want to work in the industry, you also make connections with people which can be very useful.
WorkĀ – What many people don’t realise is how much hard work goes into putting on an event, as you can see from this list. There are so many aspects to consider that wouldn’t even fit on this list (maybe I’ll do something similar in the future covering the things I’ve missed in this post). While I was still in School and applying for uni, I told my friend I was applying for a course called Event Management and he said to me “so you’re going to learn how to be a glorified party planner” and at the time I was quite annoyed with that comment but inside I kind of agreed, I didn’t have any idea how much went into an event and now if anyone says anything similar to me I would get quite angry because there’s so much more to being an event manager than ‘party planning’.

And that’s my A to Z of events (well W… with a couple of gaps in betweenšŸ˜‚). I hope these explanations made sense, if not, or if you have any questions, please comment below or tweet meĀ @Strictly_Em and I’ll be happy to answer them. Also, if you know of anything that will fit in the letters that I’ve missed out, let me know in the comments!


Thanks for reading, Em xo


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About Em

My name is Em and this is my little corner of the internet where I post my ramblings and opinions on the things that go on in my world.
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