Our project managers – Isabella, Vera, Andy – reveal all. We wanted to know from them: What is often forgotten or not considered early enough in event planning? Small details that have the WOW effect and prevent stumbling blocks. Our top 10 tips for your successful event.
Tip 1: Initiate kick-off & progress reports
Before you start with the detailed event planning, it’s advisable to hold a joint kick-off with the relevant stakeholders, to get everyone’s views on the goals and scope of the event. It’s also important that you set up the timing with the most important milestones, and take internal deadlines into account. It is helpful to work with a web-based project management tool – we use Asana, which gives all participants real-time access to the status of the project and their own tasks. In addition, you can save yourself a lot of questions if you plan short progress reports – 15-minute meetings – at regular intervals to communicate the status quo and next steps.
Tip 2: Keep event documentation
We recommend that you have a central repository for all documents and materials, so that everyone involved in the project can find their way around. By doing this you can also create efficient cooperation in interdisciplinary teams. This is also relevant for holiday replacements, so that the planning of the project can continue seamlessly. You can also save yourself a lot of time and work in event follow-up if you keep a proper filing system right from the start.
Tip 3: Prioritise location scouting
Don’t wait too long with your location enquiries once you have found your desired venue. The right venue will make or break your event.
Many event locations are often booked up months or even years in advance. And the more specific your location requirements are, the more difficult scouting becomes. Also, you should always take vacation periods and public holidays into account.
Tipp 4: Consider the catering infrastructure
We all know that culinary delights should not be neglected at an event. Are you planning a special menu for your event? But your event location is in an unusual place – up a mountain, in a tent? Then you should check with the location in advance whether your ideas are feasible. Is there enough space? Is the infrastructure for catering available on-site? Are catering paths accessible for the service staff? Is access for deliveries guaranteed? Unless you clarify the details, you may run the risk of suddenly needing a culinary plan B on the day of the event.
Tip 5: Consider permits
Depending on what type of location you have chosen for an event – existing venue or individual construction – various permits must be obtained. These often have to be requested from the municipalities, e.g. operating permits for music, permits for extra structures on the grounds, fireworks, drones, etc. For temporary structures, the supply and removal of fresh and grey water, as well as connection to the electricity grid, must also be taken into account. Clearly define who will obtain these approvals, as most of them require lead time.
Tip 6: Save emergency contacts
Always have a list of emergency contacts for key suppliers and service providers handy: A partner who will produce a new print or banner within 24 hours. A staffing agency for hostesses if there should be absences due to illness. Short-term accommodation options around the venue. A courier for any errands and trips. This enables you to be well prepared when unexpected situations arise.
Tip 7: Think through the customer journey
Your guests should feel comfortable from the beginning to the end of the event. Design a customer journey that takes into account all touchpoints: from arrival and admission, through to the show and activities, to catering, toilets and escape routes. In this way, you prevent “congestion zones” from developing.
Tip 8: Know customer needs
Do you know the special needs of your guests? Particular consideration should be given to an obstacle-free event experience for people with limited mobility. But also the accessibility of the location with the specified dress code, which may require additional buildings depending on the venue. On top of that, all the people at your event should be addressed and their basic needs met, such as communicating all-gender toilets.
Tip 9: Schedule language services
Are you planning a multilingual event? In that case, you should consider translating and mapping all communication at the event into the various languages, or into a common understandable language. This applies to jingles as well as inserts and presentations.
When planning your interpreting, you should bear in mind that interpreters work for a maximum of 45 minutes at a time. Events that last beyond that time frame require additional staff. Space is also something to think about: one booth is required per interpreter.
Tip 10: Observe labour law
If you hire a team for set-up and dismantling, 10 working hours per day per person are allowed. If your event takes more time, remember that you will then have to add more shifts. This means additional costs for you. If you know from the start that you won’t be able to meet the set-up and dismantling schedule, you should plan in two shifts, which gives you more security. You should also build in buffer times, e.g. for situations where there is an accident or traffic jam, or the delivery of goods or customs clearance takes longer. If you work with freelancers from other countries, you need to know that they are only allowed to work in Switzerland for a maximum of 90 working days per year.
Do you have questions?
Planning a successful event is complex and requires project management down to the smallest detail in order to create an experience. If you have any questions, we’ll be happy to help and support you with our many years of expertise in the planning, realisation and implementation of events: mail@habegger.ch.
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