Organizing a Summer Event? Here are 10 Tips to make it Successful

As the warm weather flows over the nation, we are once again headed towards a summer full of activities and events. The most well-planned events can sometimes fail if organization goes wrong. While event planning isn’t necessarily rocket science, it can require great attention to the little details. Keep in mind these ten tips to help make your summer event a success.

It’s Never Too Early

That’s it. It’s never too early to start planning your summer event. The larger the event, the longer you will want to plan. A great first step to take is to finalize all related contracts that pertain to your event. Contract your vendors, the venue, the caterers, every outside business that will play a part in your event should be taken care of right off the bat.

Negotiate

The old saying is that Everything is Negotiable. To prepare for negotiations with your vendors, make a shortlist of all that you will need from them when it comes to products or services. Set a budget and bid low. Also understand that you will likely run into unexpected costs. So make sure they aren’t too unexpected by adding a small slush fund to any event planning budget you set.

Discount Practices

If you have begun to plan ahead with plenty of time to spare, you can also take care of some common discount practices that will help bring down your costs. Head to your favorite online event shopping store and load your digital cart with all you’ll need, and then leave before purchasing. In a few days you’re very likely to get an email offering you a discount or even free shipping on your purchases. This can save a lot of cash you can put towards other event needs.

Go Social Early On

Advertising and generating buzz about your summer event can never come too early. For yearly events, it’s completely viable to begin planning your next event just after your last. The more buzz you can generate, the higher the chance of your event being shared with others. Get possible event attendees involved by throwing contests or asking them to help plan the next event with their input and ideas.

Have a Guest List and RSVP Platform

Make sure to create and utilize your guest lists comprehensively. Not only can your guest lists be used for future endeavors such as invites to the next event, but it can also be used for the basic, attendance, meal planning, product needs and more. Offer a small gift to those who RSVP ahead of time and make it super easy to do so by using an event planning platform like Eventzilla.

Have a Plan B

For those critical elements of your event, make sure you have a plan B. Weather can be a real issue in the summer time, so if your event includes an outdoor concert, do not forget to put in place a complete plan to handle a change in venue, or activities that attendees can enjoy while waiting for a storm to blow over. A smoothly done event, probably takes advantage of at least one plan b. Be prepared.

Create a Help Organization Chart

Draw up an organizational chart that shows each team member not only their specific responsibilities, but other team member’s functions as well. Many elements of a summer event will require the teams to work together, so make sure they all have a place to find out who the go-to person for their needs actually is without needing to ask around.

Share Everything

Don’t wait until event day to share media. Share your preparations; costume design videos, food photos, practice sessions and more. Turn likes and views on your social media accounts into new visitors to your summer event. Ask your team mates to do the same. Don’t forget to post a recap of your event minutes just post-event.

Practices and Walkthroughs

Depending on your specific summer event, some activities may require a practice session, dress rehearsal or walkthrough. Do not forgo this task. Often a well-planned event can fail when put to the test. Make sure to give yourself enough time between practice and the live event to handle any issues that arise during the rehearsal session.

Thank Everyone

Never, ever forget to thank everyone who attended your event. You can do that during the summer event and you should. Utilize that guest list you gathered and send out thanks in email, or hardcopy format a few weeks afterwards. Announce contests winners, achievements or congratulations. If your event is an annual one, this is also a good time to let them know you would love to see them next time.

When it comes to managing even a small scale event, pre-planning, organization and a great event planning platform will help it go smoothly and encourage new visitors to attend again. Planning ahead of time means that you will have plenty of room to give attention to all those details that will make your event unforgettable. Don’t be afraid to ask for help, and never miss the chance to reward your volunteers and your summer event will be the talk of the town.