Event and Reception Planning – Action Plan Guide

Event planning is a big challenge. A cohesive team is one of the most important factors. The person who connects these great individuals is the right leader in the role of Event Manager. Experience certainly helps streamline team management, and the entire preparation process runs smoother. It is also helpful to break down tasks into stages. The first stage is planning the activities based on information from our client. We need to fulfill their assumptions in order to meet their needs and make them happy. We agree on the general plan and ask about small details that they are aware of at the very beginning. Such conversations will definitely speed up our implementation. It is also worth remembering to negotiate at this stage, which will clearly present the current situation.

Second stage: Choosing the venue and dividing the target budget.
At the outset, it is definitely worth reducing the available funds to 90-95% to account for the rising costs of unforeseen circumstances, especially toward the end of the preparation time. The choice of location will also give us important information about the number of team members needed and additional people to serve the event.

Third stage:
With the main goals set, we proceed to implementing stands and graphics to create the atmosphere agreed upon in the first stage of negotiations with our client. The implementation time can reach up to 21 weeks. It is important to note this and plan for additional time for late deliveries. For deliveries from our home country, 2-3 days will perfectly fill this gap.

Fourth stage:
With all elements of our scenography in place and the team assembled, we proceed to installation. We set up stands, walls, and platforms, as well as all wiring to provide power for our location. At this stage, it's worth remembering to secure our cables using Cable Protectors. Check out our Cable Ramps offer. Using cable trays increases safety for workers and participants, while also ensuring a stable power connection for operating devices on our work station. Cable ramps are typically yellow and black.

Fifth stage:
Once preparations are complete, it's important to run tests and trials on our stations. Special attention should be given to pyrotechnic accessories. Remember to maintain safety, both for your workspace and your team.

Sixth stage:
After the event, we begin dismantling our scenography and structures, checking the amount of equipment, often searching for leftover elements at the end of stage six. Depending on the nature of the items, it is advisable to secure details that can be reused in the future, creating savings.

Seventh stage:
After the event, it's a good idea to reach out to our client to gather their feedback. Drawing conclusions from the event allows us to gain an advantage in future similar orders.

As you can see, preparing an event is no easy task. It often translates to long sleepless nights and time spent away from home. However, a large portion of our population prefers concerts and receptions as a form of entertainment. As the saying goes: “Someone has to work so someone else can rest.”