What preparations need to be made before approaching an event organiser?

Published, 5 years ago

What preparations need to be made before approaching an event organiser?

I would say first of all have a budget for your event as this then gives an event organiser a clear indication of what can be done and options to give you. This makes the different in what materials we can use in theming & dressing the room, the type of venue and menu pricing.

Also have a vision of what you want to see on your event and what you want to get out of it, especially if it’s a corporate affair. This is where we then take an idea and turn it into a creative and sometimes fashion led event so up to date with the latest trends.

We never compromise on quality and our personal service as this has stood the test of time for us now in our 11th year.

What are the biggest mistakes you have seen?

It’s generally on the operational side. I am quite lucky as I trained, worked up the ranks and managed hotels for 18 years before setting up my own events company so I know if something looks wrong or is going to go wrong before it even happens. I know, I am a bit psychic too!

On a really large event abroad I was bought in to use my expertise and oversee the catering for 3500 people for a 4 day event. The corporate client had dealt with the convention centre throughout and when I arrived and saw the catering space and layout the night before I just knew it would not work. There was not enough buffet stations or seating as the exhibition layout has taken over extra space and wide walkways. But because the convention centre were used to doing large events, the corporate client said – let’s just leave it for tomorrow and see how it goes.

Well total disaster, not enough buffet stations so long queue for food, no seating so delegates sitting on the floor in parts to eat, food was coming out too slow so I was literally in the kitchen speeding it up. At that stage there was nothing else I could do apart from getting the food as quick as possible. Once lunch was over we had a de-brief and they then listened to what I had said re layout, extra buffet tables, seating for delegates, quantities of food and then it worked without a hitch.

So now, when I know something won’t work even though the client is adamant, I do tell them it’s not something I would recommend and 95% of the time they go with what I say.

What makes a successful event?

Attention to detail, communication & staff.

As the saying goes “the devil is in the detail”. You have to ensure every aspect of the event is covered in minute detail so nothing is missed by chance. Do a check list; call all suppliers the week of the event again to ensure they are up to date with everything. Get all operational staff together, check all front of staff are groomed and in immaculate uniforms, brief them all together so any queries can be answered and dealt with beforehand. Happy, smiling courteous staff win over “bored I don’t want to be here” attitude! Ensure all staff, the venue and suppliers on the day have a briefing document/working agenda so they are all reading off the latest sheet. Then you will have a successful event.

Tracy Lavin

Tracy Lavin Events & LOVEMYweddingplanner.com

01625 538999

Liked what you read? Share the article!

Share on facebook
Share on twitter
Share on pocket
Share on whatsapp
Share on linkedin

Get Noticed with Fashion Rider.

Get the recognition you deserve. Portfolio, Jobs, Social Media promotion and much more. All in one membership. 

You might also like

Fashion and the end of the Brexit transition period

19th October 2020 Fashion and the end of the Brexit transition period – points to consider as we approach 31 December 2020 With less than …

Read More

How Freelancers Can Thrive With a Strong Digital Presence

Freelancer? Working from home or for yourself? In need of a gentle reminder? Whatever your business and whatever your industry; a strong digital presence has …

Read More

How To Grow Your Social Media

In most industries social media is used on a daily basis, particularly in the fashion industry. Making your posts gain traction and high quality leads …

Read More

Things to consider in a Fashion Marketing Strategy

Having a marketing strategy that is consistent and is relevant to your customer base is so important when trying to grow a business. You need …

Read More

Fashion Advice: Funding for Fashion Professionals

Launching a business can be a scary yet exciting time.  You have your business plan and strategy set, and you have a clear vision as …

Read More

Fashion Industry Awareness

Whether you are just starting or have been working in the fashion industry for a while, you already know that watching out for the latest …

Read More

Top 8 Fashion Tips for Working Women Who Want To Break That Glass Ceiling

As a woman trying to make it in the cutthroat competitive working environment that is the corporate world, you have your work cut out for …

Read More

Fashion Professionals: Do you know your taxes?

Running your own business, big or small, involves taking care of your tax returns.  Knowing your taxes and in particular small business taxes are vital. …

Read More

Fashion Professionals: Are you using the right accounting software for your business?

Accounting and indeed accounting software can be a minefield if you’re not doing it day in and day out. Accounting isn’t always everyone’s strong point …

Read More

We use cookies to offer you a better experience and analyze site traffic. By continuing, you consent to the use of the cookies following our privacy policy. You may choose to opt-out through our privacy policy page.