How do you organize an event? Good preparation is half the job
You already experience the event in your mind and you can hardly wait to work out all the creative ideas. But if you are organizing an event, you need the right basis for success. As tempting as it may be, leave the elaboration for your event for a while and focus first on good preparation.
When do you start organizing your event?
Organizing an event is not as easy as it seems. If you have already organized several events as an organization, you are already more familiar with the to-do’s. Others only organize an event once and will therefore have to spend more time figuring out what it takes to put on a good event. The average preparations come down to:
- Major events: 6 months to 1 year;
- Less large events: 3 to 6 months.
What is the reason for the event?
Think about the reason for your event and define clear objectives for the event you are organizing. What do you want to achieve, what is the goal? First check why you are organizing an event, but ultimately the objectives are leading for your preparations. Determine the available budget on the basis of quotations and investigate the feasibility to get an idea of the practicalities.
Who’s on your team?
Determine which people you need to make your event a success. Divide the tasks and responsibilities within your established team. Communication is the key! Make sure everyone has the same goals and set up a detailed script with who does what and when. Do update the script continuously so that it is always up-to-date and the planning is preserved. Explore Free Event Ticketing System online to organize events.
What is the correct location?
A suitable location is much more than a place where you organize your event. It is important to take several factors into account. For example, the location must match the experience of your visitors, your objectives, what you want to radiate with your event and the practical aspects.
TIP: Always look at different locations to experience the appearance of different locations and to discover possibilities.
What about insurance and permits?
They are not the most creative aspects to deal with, but permits and insurance do form the preconditions to make everything possible. Applying for a permit often takes time and that is exactly what you as an organizer often lack. It is therefore advisable to arrange these matters as soon as possible.
The permits often differ per municipality and location. Ask the municipality which permits are required for your event. The municipality is assisted with advice by the police and fire brigade, who have experience with events in the area for which they are responsible for order and safety. The permit states which measures the organizer must take to guarantee safety, public order and health. The scenario, which you have drawn up in advance, can be part of the application procedure.
Exemption from noise nuisance
Music brings atmosphere, but also the necessary decibels. Inquire at the location to what extent you have to deal with noise standards and, if necessary, apply for a permit for noise nuisance. This permit falls under the environmental permit and has established the maximum permitted number of decibels.
Liquor and catering license
Serving alcoholic drinks at a private party is not a problem, provided the caterer or location is in possession of an exemption under the Drinks and Catering Act. When you organize a larger event, an APV permit (General Local Claim) is required.
Placing stages, scaffolding, stands and tents
Perhaps you have thought of placing a large stage or tents to dress up the event. When you place a tent, podium, scaffolding or grandstand, you need a user permit. The municipality and the fire brigade ask for things such as a floor plan, the dimensions, material, exact location, the number of people expected, the number of emergency exits and their location. On the basis of this information, the fire service can determine whether the installation is justified. Keep in mind that the fire brigade can come during the event to check whether all fire safety requirements have been met. If this is not the case, the fire service has the right to suspend or even cancel the event.
All good things come to an end. Make sure that the end of your event is properly arranged. Almost every location has to deal with a closing time. By requesting permission from the municipality, your event can continue for a few hours longer, provided you do not cause too much nuisance for local residents. Applying for an exemption is usually arranged by the location provider.
Think in advance which risks you run and which risks you would like to cover with insurance. Make a risk analysis to properly estimate and respond to this. Nevertheless, there are always risks that cannot be excluded and it is recommended to use cancellation insurance, accident insurance and civil liability.