Chicago GIF Photo Booth Rental
Blow your guests away in the Windy City with your very own Keshot Chicago GIF photo booth rental. Between the unique virtual costumes and real-time collage features, your guests will be more than entertained at your next event. Our booths also offer prime social media sharing opportunities to help spread the name of your brand!
Planning for Your Event
For an event to be a complete success, planning is a necessary first step. Planning does not only let you prepare for possible problems, it gives you an idea of how your event should look like and what you need to get there.
Step 1: Know your goals and objectives
Knowing what you’re doing the event for will make it easier for you to make a plan. Also, as you are thinking of what you want to achieve, you shouldn’t forget that your plans and concepts must fit the needs of your client. Here are some sample goals and objectives:
- To create an event that will help raise funds for cancer awareness
- Organize a Paris-themed debutante ball for a friend’s daughter
Simply put, know what kind of event you want to do – think about the theme, your target participants, the number of people you could allow, the event date, and your brand and tagline (for businesses-oriented happenings).
Step 2: Create an initial plan
Your initial plan should include your timeline or Gantt chart – a list of your prospective suppliers, tentative venue, list of topics and themes (for seminars, conferences, and conventions), sources of funds, preparation of permits, and other requirements. In addition, list down all things that you will possibly need for your event and how are you going to get them. When creating your tentative or initial list, take note of the following:
- You need at least four to six months to plan and organize your event. Planning events in a shorter period may not allow you to address other concerns and wouldn’t give you the chance to look for alternatives.
- Be aware of permit requirements, school breaks, and religious holidays. It is best not to do an event during school breaks if your target participants are students, as they are expected to be out of their homes on those times for vacation.
- Know the availability of your key participants. Know what time would they be available, what date, and how long they’d be able to stay. You should inform your speakers, audiences, and VIP guests ahead of time so they could check their schedules and avoid time conflicts.
Step 3: Organize your team
You will need people to help you out, and that’s not an optional element. Your workforce (or in other words, your team) should be composed of people who are willing to work with you through thick and thin. Your team includes your master of ceremony, speakers, entertainers, caterers (or venue crew), volunteers, invitation publishers, designers, and choreographer. Of course, the composition of your team still depends on what kind of event you are going to organize.
Step 4: Establish your budget
After you have identified your needs, create a budget plan. A budget is a list of your probable income and expenditures. It provides an organized breakdown of how much you have, how much you should spend, and how much you’d have left. Creating a budget plan for an event will give you an idea of how much money you’d need and the amount of cash you’d have to raise. It gives you an estimate of your financial status and gives you a clear picture of your financial goal.
Computer programs (such as electronic spreadsheets and budget applications) in tablets and mobile phones are available if you don’t know how to start your plan. The main thing is to list down everything you would need, allotting a specific amount for each. You will also need to list down your possible financial sources, and then add details on how much each would be willing to give you.
Step 5: Finalize your initial plan
Now that you have an idea of the things you would require and everything that those entail, you may now finalize your initial plan – or simply put, complete your master plan. Your master plan will serve as your guide regarding the requirements for your event. Your master plan should include your final plans for (but not limited to):
- Program, activities, entertainment, venue
- Permit, insurance, and supplier contracts
- Participant registration process and fees, invitation, seating plans
- Publicity and promotional plan, sponsorship and/or solicitations
- Post-event evaluation plan
Step 6: Go through your plan and reevaluate
Once you’re done with all your master plan, go through it one more time and be its first critic. Is it foolproof? Is it attainable? Do you have enough time to execute your plan? Do you have enough money? You should ask questions about your plan and reevaluate it based on what you have found out. If you believe that some things should still be developed, or if you think some elements are still in need of polishing, you may want to consider developing a new plan (or at least a backup plan). Remember to come up with an alternative just in case your original plan doesn’t work out. It’s better to have something to replace things than having nothing and simply trying to make do in the end.