Arrange permits, equipment and facilities

Some entertainment, ceremonies, venues and catering options may require you to obtain some addition permits and licenses to lawfully deliver an event. Most that need them should already have it in place, but you don’t want to fall short one week before an event only to find out you should have filed for a permit months before, and now you can’t serve alcohol because there isn’t a suitable liquor permit in place.

When speaking with all your vendors, make sure they have the relevant equipment to deliver what you are expecting from the very first conversation. Speak with your venue and share all information about what you are including at the event to make sure they are confident their facilities will accommodate. If not, request an estimate to see how much hiring in equipment and obtaining legal documents would cost, and most importantly how long it will take to obtain them. If you find it’s not something you can achieve on your own, delegate appropriately with your vendors or ask someone involved in planning to support you. You are orchestrating something that needs to be managed effectively, and spending time educating yourself on processes and protocols will not help you achieve your goals. Delegate, follow up and add the task to your task list, budget and risk sheet. Make sure your schedule reflects the time it will take to obtain the licenses and keep on top of its progress with your nominated task designee.

Most bands and DJs will have their own equipment, but power sources will need to be set up to support their equipment. If a stage is needed, get one. A technical support staff member should be appointed to ensure everything goes off without a hitch, and will be set up without a worry. This may require a second site visit, but it will be totally helpful to fully understand the space and facilities available. Take photos of where the power supplies are, request a floor plan of the room to mark up power sources and other useful information. This can be quite a fun activity if you enjoy interior designing an event, because you can start to see where everything will start to fit in.

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