Unless you are the type of person that is incredibly organised and adept at planning events, planning a marquee event is a comprehensive and tedious task. Thankfully, there are professionals and experts in the industry who specialise in arranging and managing these events. The right planner, or the right marquee hire Leicestershire, will ensure a successful event with the utmost care ensuring every detail is in place. This person will be responsible for deciding on the location, reserving it, sending out invites and a host of other details.
In the case of planning a business marquee event, the right location is essential but can be difficult to find unless your business already sits on acres of land. Choosing a location as near to the business as possible provides staff members easy access to the event and will allow guests to visit the offices afterward if they so desire. Whether you are planning a wedding, a corporate marquee or a private party, there are specific standards and expectations that a marquee hire, as well as the event itself must adhere to in order to be considered a marquee event. Some things to keep in mind when you are first organising are space, whether or not you will have a meal, comfort, (such as heaters, flooring, and power for a band or DJ), and mood. Consider coloured linings and drapes, lighting, and furniture. Once you have an idea of a theme you would like to follow, you can begin planning the event or find the marquee hire that will best suit your needs.
Here are some basic concepts to follow in order to bring your event to a successful conclusion:
- Start Early – Begin planning at least three months prior to the event. If the event is taking place in the spring or early summer it would be a good idea to add an additional month as this is the busiest time for marquee hires, event planners etc. Check the date of your event to make sure it will not clash with any other local events or public and school holidays.
- Ask for Help – You can and should ask for help from as many family and friends as possible. Put together a small committee that will come together and organise the main aspects of the event. If it is in your budget, you can hire a party planner to do this for you.
- Marketing – Even the best organised events will fail if the marketing is not effective. Consider your audience and then devise a plan based on things that would matter to them. Decide if you will advertise using social media and blogs, or web based marketing, flyers and press releases. Don’t forget personal invitations.
- Size Matters – It is a good idea to choose a place that is big enough but not too big. If you acquire an area that is too large, it can sometimes appear as though you had poor attendance. You wouldn’t want to put 100 people in a space that could accommodate 200. Likewise, you don’t want to cram everyone into a small space that would make it difficult to be comfortable. Also a larger space will be necessary if a meal is involved.
- Location is Everything – Take the time to find exactly the right location. Not one that is good enough. Take into account the time of year, will the grounds be muddy if it has rained? Perhaps flooring should be added to the marquee. If it’s the middle of the summer are there trees to offer shade should people want to walk the grounds? There are many things to consider when deciding on the perfect location. Get creative and use the surroundings as a marquee theme.
- Additional Supplies – Make sure the marquee has the basics. You don’t want to be hauling chairs, dishes and linens to the event you are hosting. You can add some additional touches if you like such as flowers, photo collages, guest books or whatever other decorations may enhance the theme you have chosen. If the event is for a business, have a table with your business cards, brochures and any other relevant company information available.
- Budget Management – Consider all the costs that will be included with the event and keep an extra contingency for those unexpected things that tend to present themselves at the last minute. Your budget will need to include the costs of things such as catering, venue, hire of marquees, marketing, invitations, and a bar if desired.
- Hire a Photographer – Having a photographer present at your event not only frees you up to be the host but is an excellent idea for future event marketing. Also check with the local press, they may be interested in covering your event, in which case they will have their own photographer.
- Insurance – Having insurance is an optional plan. Some marquees provide insurance available for purchase.
- Enjoy Your Event – Once the day of the event arrives, you will have likely spent month’s organising and planning. Expect that things won’t go exactly according to plan, because they rarely do. Have a few contingency plans in place to deal with the unexpected and then spend time enjoying yourself.