Headache-Saving Tips for Running Your First Event

Event planning can be a minefield for first-timers. There’s a lot of little details that you’ll learn to watch out for with a bit of experience, but we’ve put together a few that we’ve learned to save you the headache.

How many?

When determining how many guests your venue can manage, ask how many it will fit comfortably. This is an important distinction as the licensed capacity may be a higher number. Avoid packing people in like sardines.

Have a buffer

As a beginner it is easy to get excited by a full guest list, without realising how common no-shows are. For free events, it’s common for as many as 30-50% of registered attendees to be MIA, particularly when bad weather strikes. The larger the event, the higher this number will be.

Communication is key

Event communication has never been easier with social media tools and email integration — put it to use! Always acknowledge registration and send event reminders. Don’t wait until the event to communicate information that could reduce your workload such as catering details, if +1’s are ok, event hashtag, transport information, waitlist details etc.

Follow up

Always follow up. With so much work in the lead up, it’s common for organisers to feel their job is done at the conclusion of the event. Take the opportunity to build on your relationship with attendees, thank sponsors, and direct attendees to photos or further information to keep them engaged.

Non-restaurant/bar venues

There are great places to host events outside of your typical bar/restaurant set up, but they come with pitfalls. Make sure you take note of items like who is in charge of collecting rubbish and cleaning up glassware. People don’t reuse anything at events, which means trash and glassware piles up fast and you could wind up spending the whole night doing dishes! You will also need to consider liquor licensing and public indemnity insurance.  

Create a floorplan

How do you want your event to flow? Drawing a floorplan and creating several points of interest will keep people moving and avoid bottlenecks.

What does success look like?

Establish measurable goals for your event. Entertaining attendees is a good outcome, but including other measurements of success will help you refine your future events.