How to plan a successful event this summer

Summer is here and everyone is looking forward to a different experience from last year when the WHO declared the Covid-19 pandemic. While some people are eager to travel, others just want to enjoy little pleasures like seeing friends and family, going to the cinemas, attending a football match or simply staying at the pub till late. The partial lifting of the lockdown restrictions coupled with the accelerated rate of mass vaccinations offers a ray of hope. 

Soon event venues will come alive as people host both corporate and private events. This means that those who are planning an event need to have an elaborate plan to ensure they abide by the protocols. 

Let’s take a look at some of the things that will need to be done to plan a successful event:

Define the objectives

Before setting out to scout for a venue, one should determine the objectives of the event they are planning. When it is clear about what is wanted to be achieved, someone can optimise the main part of the event to ensure it is a success. If a person is celebrating an important occasion then they will need to take into account the requirements for such gatherings. Most importantly, they will have a better idea of what is needed to make the event a success.

Have a budget

Determining the budget helps to define the most important stages of planning. One might have a brilliant idea of what their party should be like but without sufficient resources the execution could be poor. Having a set amount of money to be used can also determine the type of venue that will be booked and the amenities that can be accessed. Other costs that may need to be catered for include food and drink, entertainment, decor and marketing. It is advised not to rule out some of the expenses that could come up on the day of the event so one may need to set aside extra money in preparation. 

Set a date for the event

Setting the date of an event in advance is crucial because it determines the venue and the guests who will be coming. For instance, summer is synonymous with events so one might find their preferred venue is already taken. However, if the date is set early and a booking is made in advance, it can be easier to successfully secure the venue on time. Most importantly, check with key participants before booking a venue especially if their unavailability may mean a change in the dates. 

Book a venue

Once the party planner has locked down a date, they will need to book a venue. Shop around for a suitable venue that can accommodate the number of guests anticipated for the event. One will need to keep in mind the social distancing requirement and overall cleanliness measures that include availing sanitisers all around the venue. 

Taking safety protocols into account

More than ever, it is the event planner’s responsibility to ensure that their guests are safe by providing a Covid secure environment for the meeting. Here are some important safety measures you must consider:

Venue safety communication. One should ensure their venue contract clearly outlines the health and safety responsibilities it will undertake. This may include the availability of trained staff on site. Similarly, it is advised that someone communicates these protocols with the attendees so it is clear to them that access will be denied to anyone who doesn’t meet the set criteria. 

Use of face masks. It is important for the attendees to know about the use of face coverings in advance. This can be further reinforced by offering them masks at the door in case some will forget to bring theirs. 

Temperature monitoring. Most guests will value the perception of safety through activities like temperature taking at entry points. The idea is that anyone with an elevated body temperature should not be allowed in. 

Hand sanitation. One should make sure there are enough hand sanitation points within the space. These can either be sanitiser dispensing units or handwashing stations that are well labelled to remind people about the frequent hand hygiene while avoiding congregating at these stations. 

Use of restrooms. Depending on the size of the bathrooms at the venue, the host may need to limit the number of people that can use the lavatory at a specified time. In the case of queues, it is advisable to lay out physical distance markers. 

Planning an event this summer doesn’t have to be difficult. One should just have a good understanding of the gathering protocols and a proper execution plan to ensure the attendees and hosts are as safe.

The editorial unit