When you’re planning an event, the very first thing to do is think about what your event is all about. What will your event be like? Will it focus on giving attendees a tremendous experience? Or will you make your event about educating people and perhaps selling something in the process? The event’s theme should act as the foundation for all event planning. Once you’ve decided on your event theme, it’ll be much easier to identify other things that will take it from good to great!
Planning your event will probably involve plenty of ideas. Below, we have listed some event essentials that you should take into consideration as you plan. Hint: we talk about DJ hire in Melbourne also!
Event Planner
Even if your event is small and held at a simple venue, there are event planning things to keep in mind. Always seek expert help from specialists such as event planners and suppliers who can assist with the planning.
Event Theme
Choose your theme wisely when you’re planning an event. A good event idea is to choose a theme that focuses on the event’s purpose such as fundraising or education. If your event revolves around education, then the event elements and details should reflect this. For example, planners will sometimes create a lecture-based event where there are expert speakers, activities that will educate event attendees and prizes are given out in the form of essentials such as giveaways.
Event Venue
Make invitations to send out ahead of the event date so that your guests knows where it will be held. You’ll also need to consider things like room size, heating or air conditioning and stage requirements. Be sure to check if your venue has any restrictions that you should be aware of such as capacity, noise restrictions or parking limitations. We work with venues to provide dj hire in Melbourne to help make the booking process easier for you. More on this below!
Event Entertainment
Even if it’s just a small meeting at a venue, an event is usually more fun when there are entertainment! When you plan an event, you can look for entertainment options that are suitable for your theme. For example, if your event is about learning new things then performers who will entertain attendees with a dance or musical performance will be great! If your event is a fundraiser event, there are event entertainment options such as live bands, DJ’s, comedy shows and carnival games.
DJ’s makes every event stand out because they will not only provide event music but they’ll also be able to provide lighting and sound system solutions! DJ’s will be able to help event planners create a theme and atmosphere for each part by providing lighting, sound systems and music all in one! These days, DJ’s are versatile entertainment options that can be used in events of all sizes. If you’re looking for dj hire in Melbourne, we’d be super happy to help.
Event Decorations
When event decor is done well, guests will remember it! You can use decorative elements to add a theme. When decorations are on point, they’ll be sure to attract guests that also enjoy similar event themes.
Guests
If you’re hosting an event, then it’s a good idea to consider who your guests will be. Will they all be people close to you or local family and friends? Or attendees coming from much further away? You will be able to plan event ideas more thoughtfully if you know your guest list.
Logistics
Every event has logistics that need to be planned and organised early on in the planning process. For example, you’ll need to let attendees know where their tickets and badges are. Also, a signage will be essential with information on event timings, locations and rules. Food and drink can be arranged from caterers or food trucks that are in the area. If tickets or passes are required, you’ll need to figure out how attendees will get theirs. You should also prepare a list of emergencies and things that will need to be kept in essentials such as first aid kits or tents, etc.
Event Marketing
Marketing is an essential thing that needs to be planned for a successful event. You can promote tickets and passes, event dates and venues in all sorts of ways. Marketing can be done through social media platforms such as Facebook event pages, Twitter posts and Instagram photos. You can also send out promotions to your guest list via email or text message.
Timings
Be sure to plan event timings ahead of the date so that you don’t run into any delay problems. This also helps with event budgeting, which we’ll come to later on. Also, event timings are important because they determine when you will need security or staff such as event planners and event managers. You can make timetables using the available planning software that’s out there or you can just use a simple spreadsheet for your event box office timings.
Budgeting
Event budgeting is important because event funds are usually limited. Even if it will be free to attend, event planners need to know how much money they’ll need for tickets or passes, venue and marketing. If you’re planning an event with a fixed date in mind, then it’s best to start by knowing your budget first, event ideas second. Once event ideas have been decided on, then you can start budgeting for event essentials such as marketing and venue hire.
Catering
Food and drink is a big event essential that event planners need to think of when they are organising their event. There’s nothing more frustrating for attendees than a catering that has been poorly organised. To avoid event catering problems, planners should have a few food ideas ready and then start vetting caterers early on. It’s best to have catering done by local caterers. They’ll be able to get event food and drinks delivered quickly and efficiently.
With the right event ideas, you’re sure to have an awesome event that will be the talk of guests and event industry pundits for months to come. Event planning is a lot more fun than people realise so I hope that this event planning guide helps everyone in Melbourne.
When looking for a dj hire in Melbourne, reach out to the Star DJ Hire team to discuss your options for the perfect party and event today!
