Organising an event? These 10 tips will help things run smoothly

Planning an event can be quite the undertaking. There are so many factors to consider – from timelines and communication to budgeting, permits, and bad weather. Luckily, you don’t have to figure it all out on your own. With these 10 tips, you’ll be well on your way to a smooth and successful event.

1. Start planning well in advance

A solid plan sets you up for success. Depending on the size of your event, start organising at least a few months ahead of time. Common mistakes include forgetting to apply for permits, poor communication with suppliers, and a lack of clear run sheets or detailed timelines. Create a clear timeline outlining all the key steps.

2. Establish clear agreements with suppliers

Miscommunication with suppliers can cause major headaches. Always confirm arrangements in writing and regularly check if everything is on track. Also important: if you’re renting materials – like tents or sound systems – discuss who’s responsible for insuring them: you or the rental company? In most cases, the organiser is liable, and damage won’t be covered by a standard liability policy. That’s why it’s smart to take out an event insurance policy including equipment cover.

3. Prepare a crisis plan

You can’t prevent the unexpected, but you can be ready for it. Whether it’s bad weather, technical issues, or problems with accessibility, a solid crisis plan can make all the difference. Define responsibilities, set protocols, and make sure you can act fast if something goes wrong.

4. Manage your budget carefully

Budgeting is more than just listing costs. Always account for unexpected expenses – like hiring extra staff or renting emergency equipment in case of bad weather. Pro tip: set aside 10% of your total budget as a contingency fund for surprises.

5. Build a strong team

You can’t run an event alone. Gather a reliable, experienced team where everyone knows their role. Good coordination and clear responsibilities are key. Regular check-ins keep everyone aligned and prevent miscommunication.

6. Make sure your event is properly insured

Event insurance is essential to protect yourself against risks like cancellations, liability, damage, or extreme weather. If you're renting valuable equipment, it may also be worth adding equipment cover to your event insurance. Without proper insurance, the financial consequences can be huge. Not sure which coverage you need? We’re happy to advise you!

7. Check the venue well in advance

Visit the venue ahead of time to go through everything in detail. Make sure all facilities are in place and test technical equipment before the event starts. Also check that the venue meets all safety standards and has the necessary permits.

8. Be prepared for the weather

For outdoor events, it’s essential to plan for weather disruptions. You can include weather coverage in your event insurance to protect yourself financially if bad weather causes damage. It’s also wise to have a back-up plan: think of tents, canopies, or even an indoor location.

9. Communicate clearly

Clear communication with your team, suppliers, and guests is crucial. Provide detailed scripts, team briefings, and a strong communication plan for attendees. Make sure guests receive timely updates about the venue, timing, and safety measures.

10. Evaluate and improve

After your event, take time to review what went well and what could be better. This will help you organise even better events in the future. Bonus tip: write up a short report with feedback from your team and guests so you can take those lessons with you.

Proper preparation, solid insurance

Organising an event is a big challenge, but with the right preparation, your chances of success go way up. Whether you’re planning a business event or a large-scale festival, structure is key. Having a solid event checklist keeps your planning on track, helps you avoid surprises, and gives you peace of mind on the day itself. And of course, a strong event insurance policy is a must – protecting you against unexpected costs so you can focus on making your event a success.

Want to know more about insuring your event? Feel free to get in touch!