We’re all aware of the overwhelming nature of the task of organizing an event. This becomes even more difficult a job to perform when you have festivities and celebrations happening all around. Needless to say, it’s tough to find reliable best catering companies in Dubai during the month of Ramadan because everyone is trying to do the same.
So, to make things easier, let’s take a look at the tips experts give for managing events during busy seasons:
Start Off Early
There’s hardly a concept of being too early when it comes to organization. Especially when it’s for an event that is to be held during festive seasons like Ramadan or New Year’s Eve. You know you’re either not going to get the services or vendors at all or for the prices that you’d normally expect.
Things change with the seasons and event management is a task for someone who’s willing to stay ahead of the game. The instant you learn about the event’s possibility is the moment you should start considering everything. In fact, from setting up possible dates and having a timeline to calling up vendors to see who’s available, it’s not too bad to start too quick.
Since event management comprises planning and deciding more than organizing, getting started on them at least is a good idea. Once you have things planned, you’ll know what you need and what needs to be done. A clear plan that completely justifies and achieves the end goal of the event will only be successful if there’s timely execution involved.
Notice the Changing Prices
With the seasons, the temperature isn’t the only thing that changes. Sure, given the weather, your event will have to manage accordingly. However, seasons and festivities tend to affect market prices. While this may be a great time to shop around for garments, tech gadgets and essentials, it’s certainly an accounting nightmare for a regular event manager.
You can’t blame food catering service providers or interior designers for pricing up their game due to the surge in demand. This increase in costs is, unfortunately, not going to be limited to just a specific group of vendors. You can expect even the little things such as props, elements of design, even physical labour to be more expensive than normal.
This is why getting started beforehand can help you get a good idea of what the market is before the season. Moreover, as soon as the event’s dates have been confirmed, you can get started on collecting or booking things in advance. You can have vendors locked in for your specific dates if you offer them a good deal. Negotiation is key to having the ideal event on the lowest budget.
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Check with Multiple Vendors
Just because you’ve found a suitable vendor for something doesn’t mean you should write it in stone. There are countless scenarios in which vendors end up either being late or completely absent on selected dates. It could be due to personal reasons or professional reservations made by a party prior to or after your reservation.
Although it’s a general understanding that people will keep their word, you can expect people to prefer their profits. That’s why you can either have a vendor sign or verbally agree to a deal that involves some advance monetary payment. Regardless, even if someone agrees, tell them to call you beforehand if they want to cancel so that you have time to arrange for someone else.
This brings us to the main point. Having more than 1 vendor for everything will eventually prove to be a blessing for an event manager. Even though experienced professional event managers have a dedicated team they always hire, they never keep themselves out of backup options. Because you can never be too prepared for a rainy day.
Anyone and everyone can cancel anytime for almost anything at all. And since you have an event that can’t be cancelled, you need to make sure that you have someone as a backup. Don’t bother going after someone for not keeping their word or not delivering the proper quality of service. Play it smart and go for early preparation.
Conclusion
Event management will inevitably be an overwhelming task because there are too many variables involved. You can’t rely on everything going your way without a few hiccups to deal with. The best anyone can do is prepare for everything while hoping that it all goes well.
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