Tuesday 26 February 2013

Helpful tips to trim the cost of event and event safety


Keeping the attendees of your event is the big task of responsibility. So, the event planners have to take some measures in order to maintain the safe atmosphere for the guests in any sport event like rugby or any corporate conference. By following few simple measures, a lot of catastrophes can be fixed and prevented. Though events planners don’t play the role of firefighters or guards, but they know very well how to deal with the worst case scenarios that can come any time. By following the above mentioned safety measures for your event, you can get a good foundation of risk management in the next level. This is obvious no one can take entire focus on security and safety, but these are easy guidelines to follow:

1. Keep stock of emergency kit: A first-aid kit is most important for any event planner but having an emergency kit provides extra security which includes more than just bandages and tubes. It also contains flashlights, ponchos and a 2-way radio set. Other things that should be included in emergency kit are telephone directory, a spare office key, and petty cash. Basically, the emergency kit contains the items enough to tackle the situations before emergency services arrive.

2. Organize contacts: Because 911 don’t always prove a good assistant, you may have to organize a contact tree so that you can contact first. Apart from the emergency service numbers, you may also want to have the numbers of management to handle anything wrong in the scenario. In addition, the document of phone tree should be organized in a way that the numbers can easily be identified of right contacts.

3. Give training to the staff: Having an untrained staff is one of the biggest inefficiencies especially in a worst situation. This is difficult to afford lots of wasted time in searching for solutions. In fact, reviewing safety details take 15 minutes to identify important staff members, discussing the timeline of event, pointing out the restroom locations and emergency exit. These are basic information that everyone should know.

4. Make a backup plan: What if your venue closes suddenly? How will you arrange seats for unannounced guests? What if your speaker gets stuck in the traffic? Though these things are not important to happen in a perfect world, but these are facts to consider for your event. However, the solutions of these questions not always remain easy and researching about the solutions become much difficult during the day of event. But having the backup solutions of these possibilities help you stay confident for a successful event.

5. Plan a walkthrough of your event: this is important to visualize your guests with exact location so that they can easily navigate to that event. Planning a walkthrough with the help of staff members for that big date is always a smart option. Before your big day of rugby hospitality, don’t forget to have a visit to the venue to check everything is all right. Also consider the big deal with the guests should be meaningful and successful. Ensure the proper attendance of essential speakers and VIP guests in your event by giving them proper attendance.

How to trim the cost of an event?
Since every event has its own budget, this is your duty to stretch each invested dollar to convert it into the best hosting experience for the guests as a planner. Though this is not always an easy job, but several unwanted expenses could be saved with the process of planning. So, here are few cost-cutting ideas that you can avail to get various financial edges during your event:

1. Drink tickets: though hosting an open bar is said to be the unforgettable treat for guests, but it can kill your budget. Not only it costs you more by multiplying number of drinks with hundreds of guests, this is virtually not possible to estimate how much drinks have been consumed in an event. So, it is best to provide the ticket to each guest for one or two drinks. In case a guest demands for more tickets, he can ask for unused coupon or pay extra for drink.

2. Selection of wine: When the tableside wine serving came into the point, most guests don’t check the brand that is being served. Instead, between the conversation is going on the table or your presentation, no one will notice what brand you have served them. So, when it comes to wine reservation, taste the wine before the event and finalize the appropriate brand so that you can make the estimation of budget.

3. Invitation: Around $3 to $5 per person could be saved if you invite everyone through mail instead of invitation cards through courier. Email could not only save your money but it is also an eco-friendly option by being the best substitute of paperless invitations. And as a bonus benefit, it will save a lot of precious time with importing and exporting of data conversation.

4. Centerpieces: There is nothing more disappointing than looking the wastage of thousands of dollars in the form of discarding flowers. In this way, the centerpieces are the best way to go green and can save lots of dollars in an event. In addition, this also cheers the guests to take flowers at their home for planting in their gardens. So, you have to use potted flowers as table décor instead opting for cut flower arrangements. This small strategy could save up to $30 to $50 for every table.

Conclusion
Because you never know when your boss come and drop a bomb of budget on your head, these ideas can help you to make the best arrangements even with saving few hundred dollars from the budget. These ideas can help you cut unnecessary expenditures swiftly and won’t let anyone notice if there is something missing. Apart from saving few hundred dollars, safety is very important thing to consider especially when your guests are more valuable to you along with speaker.
Via

rugby hospitality

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