January 17, 2022
The Ultimate Guide to Event Planning

Many organizations have conducted their corporate events over the years and still continue to do so. If you take a close look at the events you will notice some key similarities that appear across the board. Event planning can be such a tedious task but it doesn’t have to be when you are equipped with the right tools and information from the best AV companies in Dubai. While the events may vary from time to time depending on location and other factors, the following tips can be used for any type of event.

Identify Goals and Objectives for Your Event

The initial step of organizing an event is to set realistic goals and objectives whether you are doing event planning in Dubai or any corner of the world. Setting goals helps you have a clear vision of what you want to achieve with the event. It also identifies the main purpose of the event. It can be to make $500,00 for charity, raise awareness about certain products or services or simply to attract 300 attendees.

Set up a Team

You cannot plan an event single-handedly, you will need a lot of help from the best AV companies in Dubai if you want to make the event a success. You will also need a team to handle different aspects of the event and besides, you don’t want preparation to stop just because you are not there. Having a team in place ensures that things continue to run smoothly even if the main organizer is not there. Consider splitting the team into committees and subcommittees in charge of different areas. The areas to consider include:

  • Finances
  • Venue
  • Catering and entertainment
  • Keynote speakers
  • Even promotion or marketing

Set a Budget

Every corporate function needs a budget. It is an essential tool that will help establish the source of your funds as well as know what you are spending your money on. Remember to set the prices on the upside just incase. Some of the most crucial components of an event that should not miss from your budget include:

  • The venue
  • Food beverages and snacks
  • Guest entertainment
  • Staff and volunteers
  • Decor
  • Event promotion
  • Miscellaneous

Determine a Suitable Date

Recurring events have a pre-set date and therefore there is no need for this. However, if the event is a one-time thing then you need to come up with an appropriate date and time for your event. You should start planning early for at least five months prior to the actual date. Also, avoid setting a date that will coincide with a big event or festival and the one that is in the middle of the school holidays. You should also ensure that you confirm the date with key participants such as keynote speakers, event presenters, and guests of honor.

Book the Venue

Once the date has been determined, the next crucial step is to book the venue. Make sure that the date and venue are in place before you start advertisement arrangements. There are important issues that you need to consider before making your final decision on the venue. Some of the factors include:

  • Size of the venue
  • Ease of access
  • Sufficient parking space
  • Essential facilities such as washrooms
  • Deposit and possibilities of a refund