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Expert Tips for Venue Selection, Budgeting, and Seamless Scheduling

Event planning

Event logistics, including venue selection, budgeting, and scheduling

As an event professional you are constantly juggling multiple parts when orchestrating an event. From budgeting, scheduling to searching for the perfect venue, event logistics are incredibly important. Use these tips to help nail these key logistic areas and execute events seamlessly.

  1. Venue selection can be one of the most important choices and can set up how the rest of your event will go. Consider elements such as theming requirements, guest headcount, disability accessibility, the venues sustainability values and transport options. Create a venue wish list in advance so you can keep track of the positives and negatives of each venue and to check must haves such as sufficient usable space. Always view venues early to make sure you can secure it before they get booked up!  

  2. Budget, budget, budget! Be realistic with your budget and track it consistently. Nobody wants to realise last minute they have overspent! Track expenses from venue, furniture, audio visual rentals,  food and beverage, marketing, merchandise and more. Get quotes from each vendor and make sure you include any taxes, delivery fees and VAT. Add a contingency fund for last minute changes or unexpected expenses. Bonus tip! Venues will always try to sell additional services through them, but it’s often a lot cheaper to bring in your own suppliers/ partners. 

  3. Its all in the detail. Outline a detailed program but include extra time in between incase of run overs. Make sure you remember to include setup times, rehearsals and changeovers, as well as giving speakers and entertainment enough time to arrive, be prepped and set up. Once the schedule is finalised, share it with other staff, suppliers and vendors so they know exactly what is going on and to avoid confusion. Download our agenda template to save you time.

Logistics are the backbone of any successful event, but it doesn’t have to be overwhelming. Be organised and start searches and planning early. Create checklists and plans so budgeting and tracking can stay on target. Don’t forget to continuously communicate before, during and after your event so that it runs smoothly and you can create an event that impresses and satisfies attendees from beginning to end!  

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