If you ever had to handle event management tasks, you most definitely encountered hard-to-solve situations that were beyond your control or even the responsibility of your job. This is what makes the job of an event organizer challenging and rewarding at the same time. Having to solve complicated problems with limited time and resources is truly a skill that you can acquire with the help of AV management software as an event organizer.
Given the new Covid pandemic situation, it is even harder to throw a party or a reunion without having to think of alternative solutions to people enjoying a meal together, dancing, or drinking in the same open space with a minimal risk of infection.
In this material you will discover three easy precautions to take as a smart event organizer that will help you avoid any unforeseen restrictions or accidents in the future:
1. Get Event Insurance
It used to be optional and not many people were interested in ensuring their weddings, graduation parties or anniversary celebrations. An insurance for your event will cover any unforeseen cancellation fees or damages that the venue might have. In case of an emergency, the insurance is the only thing that can help you recover a fraction or the whole amount of money that you paid for the event organizations, depending on the type of insurance you opt for.
Logistics and rent costs can take a toll on your client’s pocket and having insurance will give you a big relief in the back of your mind and on papers as well. Knowing that no matter what will arise, you can still recover your hard earned money is a great way of securing your economies.
2. Have Alternatives For Indoor Locations
When you are looking for a salon or venue that suits the theme of your event and is also easy to access by car or public transportation, you can go for public spaces that are open to rent for a private event and can be personalized to match the client’s needs and requirements.
You might think of outdoor locations exclusively as well, given the current restrictions. Although there are many unique palace-like spaces that would instantly give your event that luxurious note that will make a lasting impression on your guests and client as well, your priority should be the safety of your public.
3. Make a Shortlist With Your Backup People
It’s not the most pleasant task in the world, but you need to think of all the negative scenarios and small inconveniences that could arise at a live event and prevent them. The alternative is to come up with quick solutions on the spot and it is hard to believe you can foresee any unpleasant change. Fast decision-making and calmness are your hidden weapons. Also, a back-up for the main guests at your event, party, etc.
A lot of times people are essential to the success of a ceremony and a lot of things depend solely on the role they play at the said occasion. Whether you can find a back-up solution for the priest that will assist the couple in declaring their love to each other, the main speaker from the guestlist or the lead singer in the band that will perform for your guests, you are definitely encouraged to think of alternatives.
You have to make sure that you have a back-up solution for each of these people and make sure you can count on them in case of an emergency.
Bring your best skills and technical knowledge in order to have the maximum efficiency and the best outcome guaranteed. You can’t actually predict 100% what your final feedback will be, but you can definitely learn from any experience and mistakes made on the way. All it takes to carefully organize a perfect event is anticipating and thinking through every phase of your conference, wedding party, music festival or social gathering.