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If you’re thinking of organising an event our useful Timeline will help get you started.

If it’s a small private party, giant rock concert or sprawling festival, there are fundamental guidelines you should follow. Our useful guide shows how you can start planning your event.

Starting out

The first thing you need to do is ask yourself the following:

 
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1) What kind of event is it, who do I want to attract?
2) Which tasks do I need to complete to ensure it’s a success?
3) How much time will I need to complete those tasks?
4) Who can I delegate the tasks too?

Once you have the answers you should draw up a timetable, a plan and checklists. You can then decide on the location of the event and set your date.

Long term planning

• Depending on the size of your event, you will need to assign an event coordinator and prepare a preliminary budget.
  
• If it’s a large event, and you need to attract the paying public, devise a marketing campaign for any promotional and publicity material.
  
• Always ensure you hire a reputable event security firm.
  
• Recruit any event volunteers you may need to cater for the event.
  
• Conduct any site inspections.
  
• Book the event rooms, catering and accommodation that will be required.

Event security

The more prepared you are, the more likely your event will run successfully. Insufficient event security can be disastrous. It’s not just guarding against antisocial behaviour, theft or vandalism, but it can also ensure car park management and ticket sales run smoothly.

Programming your event

Programming is the creative driving force behind your event. Ask yourself who your target market is, who are the ideal guest speakers/performers for that audience. Then informally invite your artists/participants and follow this through with a formal contract. Then you can approach potential sponsors to help fund your event.

The run up to the event

• As part of your event security, it is advisable to ensure all event staff are equipped with ID badges.
  
• Now is the time to write press releases, and invite the media to generate publicity for the event, and book an official photographer for future promotional use.
  
• Step up the marketing campaign – use flyers, posters and the internet to raise your event profile.
  
• Ensure traffic control and event security are set out.
  
• Liaise with the event venue and ensure catering requirements are established.
  
• Establish registration/ ticket sale procedures – you can liaise with an event security firm to maximise smooth running.
  
• Brief and train any volunteers or staff working over the event.
  
• Distribute feedback forms to all participants.

After the event

• Send a press release and photos to relevant media.
  
• Post thank you letters to sponsors, volunteers, celebrities, participants etc.
  
• Undertake an event evaluation, including processing the feedback forms.
  
• Review final costs and ensure all invoices for event security, refreshments, staff and venue hire are completed.

If you are interested in hiring an experienced and quality event security company which will cater to all your security needs and provide a tailor made service then please call McKenzie Arnold Security on 01371 822 131 or email info@mckenziearnold.com.