Any event comes with a cost. Arts and entertainment events, although a delight for guests, are anything but for the host. Because of the extensive planning and having to stay within a budget, planning and hosting an arts or entertainment event can be extraordinarily stressful.
To make the event less stressful, while providing the most for guests, a planner ought to determine her budget and draw an outline or write a schedule that best fits the particular situation.
Set-Up a Budget
Events that go over well are well planned and stay within budget. Selecting and using accounting software will allow a host to see exactly to which vendor's event money is being paid. This prevents from overspending on one particular aspect, shorting others in the process.
Shop Around
Recommendations from co-workers, family and friends are always welcome. But it doesn't guarantee the best price. Costing an event is only part of the planning. To restrain what might become an over-bloated budget; shop the competition for the best prices. One vendor could very well come in a bit cheaper while providing the same service.
Finalise Contracts
Every event will have more than one vendor. This can easily lead to confusion about which vendor is scheduled at which time. Moreover, having multiple vendors means multiple arrangements. To keep track of all the details, review the contracts prior to the event. Contact each vendor and go over those details to avoid misunderstandings.
Estimate a Contingency Fund
Practically no arts and entertainment event comes in right on budget. There are always extras and substitutions that must be made at a moment's notice. Accounting software streamlines the financial process of putting on an event and will allow the host to add 10 to 15 per cent to cover unexpected costs.
Plan for More Guests than Scheduled
Nothing makes an event fall flat more than not being able to accommodate unexpected guests. There will always be attendees that initially declined to appear but change their minds. In other cases, some guests might invite an extra person along. Whatever the reason, plan to go over the number of "Yes" RSVPs.
Staffing Needs
Just as with guests and unexpected expenses, one or more members of the staff will probably be a no-show. That puts undo pressure on staff present for the event. Having a contingency plan for extra personnel will eliminate the panic. In the alternative, having staff cross-trained, ready to take on more than one roll just might save the day.
Prioritise Items
It's nice to have everything go-off without a hitch. But hiccoughs will occur. The best way to deal with these problems is to prioritise. Some things are more important than others.
Keep Focused
There are bound to be a few problems with any large or small event. Regardless of size, one or two things won't go as planned. Rather than ruminate over disappointments, cast attention to the goal at-hand.
Delegate Responsibilities
A host should know her limits. Enlisting the help of others will take the pressure off.
Look into Iris accounting software from Iris to streamline your financial system
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