How to Organize a Low-Key Event: 4 Areas to Focus on
Organizing even a small event is no easy task. For sure, there are tricks to pulling off a successful one. For our purposes, we’ll be looking at something small like a 50-100-person event to keep everything manageable.
Whether the event is to promote a product launch for your small home business or something intimate for a gathering of friends, it pays to be well-prepared.
Here are 4 areas to focus your attention on when putting together a small event.
1. Plan for the Weather
Depending on when you’re planning to hold the event, the weather can be a factor.
You’ll need to decide whether it’ll be held indoors or outdoors. During the colder months, the question answers itself. However, for some gatherings, being outside with natural light can be beneficial too. Given the current virus, social distancing is also a factor – small outdoor events allow people to stay a distance apart while still enjoying being there.
Weather is also a factor for the attendees. Bad weather can stop planes from either taking off or landing at their planned destination. For those driving, poor road conditions can cause them to turn back. Therefore, there’s a difference between those than having tickets or have RSVP’d versus who will actually show up.
2. Don’t Overstrain Washroom Facilities
Both the number of expected attendees/guests and the duration of the event provides a good indication as to what facilities will be required.
Even with indoor held events, the number of washrooms may be insufficient for the demand. And certainly, with outdoor events, choosing how many portable washrooms to rent is an important consideration.
3. Eco-friendly Toiletries and Care Products
When you’re planning to provide convenient washroom services, you’ll want them to include eco-friendly toiletries and beauty products that are good for the planet.
Skincare creams, hair care, and any other products – even hand wash dispensers – should stay in keeping with your brand message. Even if it’s only a small 30-50 person gathering of friends, which is too many to host at home, they will appreciate the thought gone into the consumables for a get-together.
3. Plan for Contingencies
Regardless of the low-key status of your event, there are still many moving parts to both organize it and have to go off without a hitch. It’s important to plan seriously for things going wrong unexpectedly and without notice. To do so, you’ll need to have contingencies set up for each scenario or potential problem that could arise.
For instance, if the big tent rental provider doesn’t come through, what will you do instead? Should the food catering company shut down without giving any notice, what’s your plan B for food and refreshments? It’s necessary to work through various possible scenarios and the potential failure of different suppliers to come through on the day, so you have a planned response for each one. This avoids panicking when being caught by surprise.
No matter how low-key an event is expected to be, it’s always more work than anticipated. Therefore, start planning earlier than you believe is necessary to get ahead of the workload.