Behind every successful result lies a dense network of elements which, combined together, create something unique: commitment, organization, coordination, precision. But what are the 10 basic rules to organize the perfect event?
Idea and budget of the event
First of all, there is the starting idea: each event must be treated as a separate case, with its particular needs and requirements, and must be offered original and personalized services. The perfect event conveys, even in its smallest details, the chosen mood and atmosphere to the guests: to do so, you must not put any limit in the services offered to the customers, giving the event an absolutely personal mark.
Second, a constant budget control allows to rationalize and allocate costs in the best way at each stage of the organization of the event.
Another important element to implement the starting idea is the location scouting: this must, of course, fully represent the idea and the concept conveyed by the event, and must be selected according to specific criteria. First of all one must evaluate the area, or the geographic territory in which the location is situated; later, you need to choose what kind of landscape you prefer: if urban, for an elegant and essential reception, rural, for a traditional location that also provides the ability of taking advantage of large spaces, or more.
It is also important to decide on the style of the location, if a country house, a palace, a castle or a modern industrial space; finally, one must take into account the capacity of the location and its logistical storage, based on the number of guests and the characteristics of the event.
With an appropriate knowledge of the area, a locally well-rooted event production service can suggest the most suitable location for every need, ensuring appropriate spaces to the occasion both as regards the capacity and the tone of the event, and, of course, systems and structures necessary to its development.
Once the starting idea is established it’s time for the vendors scouting. If you choose the right vendors you will be sure that every aspect of the event will be accurate to the smallest detail: food, design and decorations, entertainment and any kind of additional service. Closely related to the vendors scouting is the meeting management, organized so as to achieve the best possible results in the shortest time, optimizing time and still getting the maximum quality.
The vendors booking is only approved when the two previous phases are successfully concluded. The artistic coordination of the event is essential, to the extent that it is able to address all of its details to a single chosen style that defines its personality, taking care of every aesthetic element of the event. Next to the artistic coordination, you must not forget meticulous logistic coordination, in order to avoid unexpected problems during the realization of the event and to coordinate each vendor to the chosen location. Thanks to these last two stages the event takes shape, and the precise role of all the participants in its organization and realization is established.
The event timeline allows its accurate management, ensuring a successful outcome: every moment of the event is planned and summarized according to a fixed schedule, in a harmonic organization that allows every vendor and every participant in the event to act in complete coordination with each other.
After careful planning and organization, it’s time to start the event itself: careful on-site coordination will ensure the perfect management of an unexpected accident, following every moment of the event with great care to guarantee a perfect result.
As we have seen, the organization of the perfect event results from the combination of a large number of elements, characterized by an efficient overall view, a strong sense of aesthetics and a rigorous schedule. Beginning from the preliminary phases of the starting idea, budget control, location, and vendors scouting, through artistic and logistic coordination, ending with the coordination of the event itself, these 10 rules are sure to make your event a real success.