How to organise an event without surprises
A flawless event starts with a solid plan. But in reality, things often don’t go as expected. Deadlines get missed, permits aren’t in order, or a supplier backs out at the last minute. It’s a shame — especially when many of these issues are preventable. This guide walks you through the key steps to organise your event smoothly — so you can avoid last-minute surprises and focus on making it a success.
1. Put it all on paper: the event plan
A solid event plan lays the groundwork for everything that follows. It gives you structure, clarity, and peace of mind. Use it to map out every detail: setup times, technical needs, contact points, and even post-event cleanup.
Include contingency plans too. What if it rains? What if there's a power outage? Preparing for these scenarios helps you stay ahead of potential issues. Need some inspiration? Take a look at an example of an event plan or use a ready-made template to get started.
Tip: Start early. The sooner your plan is in place, the smoother things will run as the big day approaches.
2. Sort out the essentials — legal and practical
Every venue and event comes with its own rules. You might need permits for sound, catering, or temporary structures. Check with the local authorities what’s required and start your application process in time.
You also need to get your legal affairs in order. Do you have clear agreements with your suppliers? What do the terms and conditions say? Who’s responsible for insuring rented materials — you or the supplier? And what if a partner doesn’t fulfil their part of the deal? Put it all in writing and, if needed, have a legal expert review your contracts. It might feel a bit much, but it saves you from hassle and potential claims later on.
3. Pick the right suppliers (and have a Plan B)
An event is only as strong as the people behind it. That’s why it’s crucial to work with suppliers who are dependable and deliver what they promise. Ask for references, check reviews, and make sure you’re not relying too heavily on one party.
And always have a backup plan. What if the caterer can’t deliver because of a fire or supply chain issues? Or if the technical setup suddenly fails? Having a solid backup plan means you stay in control, even when things don’t go as planned.
4. Cover your risks with the right insurance
Even with solid planning, things can still go wrong. Think storm damage, accidents involving guests, or a sudden cancellation. That’s where event insurance comes in. Event insurance helps cover those risks and protects you from unexpected costs that could otherwise hit hard.
The type of coverage you need depends on your event and the arrangements you’ve made with suppliers and partners. Not sure what’s required? We’ll help you figure it out and make sure everything’s properly insured.
5. Keep your team and guests in the loop
Even the best plan only works if everyone knows about it. So make sure your team has all the info they need. Use briefings, app groups or project tools to keep everyone in the loop. And don’t forget your guests – clear communication with attendees is just as important. Share practical details like directions, house rules, and updates in case of bad weather. Clear communication avoids confusion — and makes the whole experience smoother for everyone.
Everything under control
A smooth event doesn’t come down to luck — it’s the result of solid planning, smart choices and clear agreements. Want to be sure everything is properly arranged, from permits to insurance? No Risk is here to help you manage the risks, so you can focus on creating an unforgettable event.