Starting your own business in event planning is an exciting venture. Whether you’re hoping to host
public charity events, out of school activity clubs or business networking groups, always cover the
basics before you get creative. Stay ahead of the game and make sure you have a solid system in
place – a pathway for stress free planning is the key for a happy career in this industry.
Take Out Insurance
Hosting public events without insurance is risky territory. Regardless of health and safety policies
and procedures, and any risk minimisation, even the best laid plans can be subject to unfortunate
incidents. Not only is not taking out public liability insurance risky, you may struggle to work with
companies who consider the insurance to be a compulsory requirement.
Choose an insurance package that can be tailored to cover the activity involved in your line of work.
Hiscox Public Liability Insurance UK will pay out up to £100,000 to cover legal fees in addition to
any compensation you have to pay should an accident or injury occur to a client or a member of the
Although optional for those who work solely, if you do employ a team of any size it is a legal
requirement to take out Employer’s Liability Insurance.
Know Your Objectives
What type of event are you hoping to hold? Who is your target market? How frequently do you plan to
run your events? What do you hope to achieve?
It is vital to establish your objectives early in your self-employment. You might have a very distinct
and original idea of the type of events you would like to hold. For example, you may have a penchant
for vintage china with the dream of touring local communities to hold whimsical tea dates or want to
embark on a mission to get the youth off our streets.
Alternatively, if you simply have passion for planning, you may wish to be led by your clientele.
Freelance event planners are often needed by companies nationwide and this can lead to a varied
and fascinating career.
Manage Your Budget
Freelance event planners will have the challenge of working with a different budget for every event.
Working on ongoing events with a set budget can ease the stress of costing. Divide your budget
during your initial planning session, work your first event from it and then use your actual accounts
following your initial event to create an organisational outline for other dates.
Find Your Team
Establish your workload and consider whether you would benefit from additional staff members.
Having extra bodies on your team will affect your capital, so take a look at your accounts and make
sure that you can make it worth your while before investing in a workforce.
Some events will require you follow legal guidelines with regards to staff to public ratio. Working
with children requires CRB checks and minimum adult to child ratios. The NPSCC website gives
recommended ratios for voluntary organisations based on Ofsted guidelines.
Visit the Venues
Once you have established the type of event you want to run, having a good knowledge of your local
area and its surrounding districts is essential. Whether you hope to hold your event at a permanent
venue, or move around the region, invest time into visiting potential sites.
Rather than relying on memory, set up a simple spreadsheet on your computer. On this store
information such as room size, catering facilities, costs and any other data relevant to your business.
Get the Word Out
Marketing your events is an exciting part of the event planning process. Seeing your theme come
together on promotional material and watching the public become involved in something you have
created can be such a satisfying feeling.
Bringing in the numbers when you have hundreds to blow should be simple – investing in leaflets,
posters, newspaper advertisements and local radio announcements should soon get the word about.
Thanks to social media, marketing needn’t be expensive. Set up Twitter and Facebook accounts, and
compile email subscribers via a 3rd party application on your Facebook page. Free services such as
MailChimp allow you to embed a subscription form onto Facebook and websites. Check out Wix for a
free HTML or Flash website, with striking templates that are simple to manage.
Event planning is a fun and fabulous career, but before you consider the creative side of your
business ensure that you have all the basics in place to guarantee firm foundations for all your
exciting future endeavours. Protect yourself and your team with Hiscox Public Liability Insurance UK.
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