Planning a successful event can be a very difficult challenge, and can involve dealing with multiple suppliers, council departments, the police, fire brigade, press and many other organizations. Even a small company funday can involve weeks of planning and for someone not used to it, prove incredibly stressful.
Our advice is wherever possible use a professional event planner, the money they cost may well be saved by the deals they can negotiate with suppliers, and just imagine your event opening its doors, only to find the Police waiting to close it down because you haven't applied for the relevant license!
However, its quite possible that your planning a smaller event and feel confident you can do it, or even relish the challenge, or perhaps your company director has decided to hold a fun-day for the staff and given you the job, what next.
No amount of tips will ever replace the experience that a professional will bring to the table, but a little bit of research and some methodical planning can give you a fighting chance at delivering a successful event and hopefully help you avoid some of the pitfalls along the way. There are a few pages explaining the basics, then a resource page at the end with information that can be downloaded and links to more in depth resources. Feel free to contact us at any time for help or advice.
There are 6 basic questions you need answering before you can proceed with planning these are;
This question is the most important as it will dictate the answers to many of the others. The number of guests is the first thing you need to find out. There is little point booking a local pub to try and house 500 members of staff. Similarly a major exhibition centre is overkill if you have 20 members of staff coming for a little party (although many exhibition centres and other venues will have a number of smaller rooms that can be hired for smaller events).
The guest numbers will also dictate how much entertainment you need (booking a funfair ride that will carry 4 people is little use if your event lasts 2 hours and you have 500 people there). Similarly you don't want to order a hog roast for 100 guests and expect to spread it between 500, many guests will ask for seconds so really you should be ordering more than you need, we usually try to stock up for an additional 10% or so.
Any entertainment, and to a lesser extent catering, will need tailoring to the age of the guests. Booking a selection of high speed thrill rides will be great for the bulk of people, but won't impress a gang of 5 year olds, or their mothers!
Similarly a hot young contemporary comedian might go down a storm with the 30 somethings but upset the older generation, and if your company directors come into this bracket it might not be a good idea to upset them.
We would normally work the guests into categories;
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