We all love saying `the early bird, catches the worm’ and it certainly holds true for event planning. In general, the earlier you start planning, the better. From weddings to baby showers to product launches and corporate parties, the sooner you can formulate the plan, the less stress you’ll have throughout the entire planning process.
The first step in planning any event is to create a timeline. This ensures you stay on track and don’t forget important things along the way. Your timeline can vary greatly from event to event and there are several things that can impact your timeline.
These are just a few things you need to think about when creating your timeline and planning your event:
1. The type of event
If you are interested in planning a stand-alone event, you’ll need to allow for ample time. On the other hand, if you are attending a festival or conference that is being planned by others, your planning will be minimal. Many companies use our Clearspan Stretch Pods or branded inflatable structures to attend festivals and outdoor events where they can meet their customers one on one and create a statement with very little planning needed. Stretch structures can provide custom designs and branding to ensure your products are properly featured and get the attention they deserve. Things to think about at these types of events include your setup space, who will be attending, what the main focus will be, and how to get your potential customers to remember your brand.
2. The size of your event
If you are planning your own event, the size can greatly determine the necessary timeline. A stand at a food and wine festival won’t take as much time to prepare as your daughter’s wedding. Events that are reoccurring are often easy to tweak from year to year. Perhaps you need to consider reinvigorating your design with our lights and furniture to bring new flair to the otherwise same ole party. A one time larger event will require much more thought and planning. Our stretch tents and accessories are a great place to start and will add immediate impact to your event. We have tents from 4.5m x 6m up to 20m x 30m. Many events such as weddings take a year to plan, so locking in one of our marquees will allow you to plan the rest of your event within the theme design.
3. Where the event will be held and the demands for prime locations
What’s your location? And not just the specific location, but what city or town will be hosting your event? If you are in a highly populated city, the search for a venue will take much longer than a small town. Venues often book out at least a year in advance, which can add quite a bit of time to your planning. If you are in a city with venues that are in high demand it’s important to begin this search right away. Often the availability of venues will determine the exact date of your event and the theme. If you have your heart set on a beautiful hotel ballroom that’s already booked, you’ll need to expand your search and think outside the box. Perhaps there’s a beautiful park close by that Stretch Structures can help you transform into a ballroom. Begin with checking out our funky Pagodas and Clearspan Structures, which can be fully enclosed. We have the accessories and products to create that magical place you have always dreamt about.
4. Who you are inviting to your event
Big charity events and corporate functions often rely on stellar guest speakers or VIPs to headline the event. If your event is based around a keynote speaker or bringing in the CEO of your company, the absolute first thing you must do is get onto their schedule. Many events are planned around this person’s schedule. It’s always important to get onto their calendar as soon as possible when dealing with someone who is in high demand. The same goes for planning family events such as a wedding where it’s important that certain people be there. Likewise, company events shouldn’t be planned during peak times to ensure maximum attendance.
Taking these four things into account when planning your event will make it easy to get started on an event planning timeline. And regardless of where you are in your timeline and planning, Stretch Structures can help you make your events come to life with little stress. Let us help you make your vision come alive for your next event.