Important Event Planning Points You Shouldn’t Overlook

When you host an event, there are many active parts that need to come together to help you pull off a seamless and exceptional event that leaves people talking about it for all the right reasons. But while you’re busy booking and planning for the major aspects of the event, such as entertainment venues, food and drinks, etc., it can be easy to overlook small, more insignificant details that more minor can be just as essential. Let’s take a look.

Accessibility

You need to make sure you have accessibility features for all attendees. Be it ramps to navigate uneven flooring and for wheelchair users to get up steps, different flooring levels in venues, handrails for support, chairs for additional seating for standing-only events, lower counter space for sales, or more to help you accommodate people with a range of abilities. 

Take note of the type of attendees you can expect, and if applicable, send out questionnaires asking if anyone needs any extra support. You can expand on this to include having an interpreter, sign language interpreters or even portable changing rooms for people with additional toileting needs.

Photograph and Videography

Recording your event through photography and videography is not just about capturing the moment. It’s also a powerful tool for future promotions and advertisements. Whether you’re sharing the highlights in-house or with a wider audience, talk to a commercial photographer to help get the right type of shots as these visual records can help you showcase the success of your event and generate excitement for future ones.

Wifi and Charging Points

You need to take into account the type of wifi you have at the venue and access to electricity points. This can be for exhibitors to set up their stands and interactive displays, for people to connect to and charge devices as attendees, or to ensure that you can use the equipment you need to run the event. Make a note of the electrical sockets and cables and look at what your options are expanding on this if required to meet your needs.

Cloak Room

A clock room area can be beneficial for a range of events. If you are holding seminars indoors, taking people’s coats can remove the need to carry them around all day. If you’re hosting a public event, then a cloakroom can hold coats and purchases or freebies so they don’t need to carry them around, or it can be exclusive for staff working the event so they have a private area to use away from attendees.

Amenities for Staff

While the focus is on ensuring attendees have a great experience, it’s equally important to consider the needs of the event staff. Providing them with private bathroom access, food and drink options, and a space for breaks shows that you value their contribution and care about their well-being. By catering to their needs, you ensure they have what they need to perform their best, contributing to the overall success of the event. 

There can be many overlooked aspects of planning an event, and while these are often overlooked, they can play an integral part in how well the event is received and catered for.