If you have an upcoming event on your agenda this 2020 season and you are a little in the dark about how to approach it and get organised – relax, pick up a pen and paper and start jotting down some key notes.
The planning process needs to follow a number of management steps to ensure a fabulous and successful occasion occurs. So, lets divulge in and learn how to effectively plan an event with our very own ‘Pura Vida Beach Restaurant Event Management Checklist’.
Our personalised checklist will ensure that your event, whether it be for an incentive, corporate business meeting, team building day, leisure activity, congress coffee break, birthday party, special family occasion, or even your very own wedding day; will have clear goals, a set structure and a decent starting point to discuss with your event hosts and ensure everything runs smoothly.
Your Simplified Checklist To Help You Through Any Event
- Get a Good Event Planning Journal or Notebook System.
It’s a basic point, but a very good and necessary starting point. Develop a place where you keep all of your event planning notes and organisation together in one place!
- Brainstorm and Discuss your Initial Ideas and Overall Vision.
Set goals! Understand what your events objectives are? What atmosphere and ambience do you want to create for your employees at your team building day, do you need a family friendly location for a birthday celebration, a venue with experience in hosting weddings?
- Define the Goals and Objectives.
Specify your ideas and make firm decisions about how you would like to host the event in style.
- Consider Logistics.
Understand any laws, local requirements, music or alcohol licenses as well all services providers and vendors that may be required to make your event come to life.
- Set a Reasonable & Achievable Budget.
Research and understand the average cost of your events needs and goals and set a reasonable and achievable budget.
- Select the Date
Choose a date that is free from anything that may interfere or reduce the number of attendees. Is another major event or public holiday planned on the same day?
- Determine Your Event Timeline.
The size and type of the event will determine the timeline. Any major event, such as a wedding should start planning at least 6 months prior, if not longer to ensure everything is in place and smooth running.
- Allocate Responsibilities & Recruit an Event Leader.
Delegate someone to help coordinate the event; the larger the event, the more work it entails – choose an experienced event manager (this may be an included service from your chosen venue).
- Seek Venues, Event Planning Hosts & Management Teams.
Check out all the venues to suit your requirements and guest list. Ensure the location is fully able to cater, match your style, host and manage your desired event with skill, experience and expertise before selecting and booking.
- Confirm all Logistics Required are Viable on Location.
Before signing a contractual agreement with a chosen location, thoroughly check all of the required logistics and services are available on location to avoid any disappointments at a later date.
- Book Venue, Vendors & Collaborators
It’s time to confirm and sign those venue and vendor agreements. Hooray, things are finally moving forward!
- Solve and Outstanding Technical issues.
Problems will inevitably arise along the way when planning any event; but hold tight, your designated event manager is sure to be on top of everything – problem solving all the way!
- Organise the On-The-Day Itinerary.
All this planning requires reassurance the day will flow with ease and success. Make sure a specified itinerary with all roles and responsibilities by the hour is fully thought out and formatted for the day itself.
- Develop a Contingency Plan.
At this stage all that is left is to relax & enjoy… just ensure nothing is left to fate; have a contingency plan for anything unexpected that may arise.
And so, there is our simplified bullet point list on how to plan any upcoming event! We realistically realise it’s not as easy as 1,2,3… so why not let us take the stress out of your event from beginning to end instead?
Pura Vida Beach Restaurant Ibiza welcomes each and every event at our stunning venue located directly on the beach of Playa Niu Blau, Santa Eulalia. Our family group has over 40 years experience in the hospitality industry and 15 years expertise in prestige event and wedding planning on the island of Ibiza.
Our first class event services offer the highest quality of food and event management; whether you require a private birthday, communion, baptism or an anniversary celebration; a vibrant Hen or Stag party, a pre-wedding dinner, a post wedding brunch, the wedding day itself, a congress coffee and lunch break, a branded business incentive, a fashion show, charity fundraiser or just a get together with friends – our team is experienced in coordinating all aspects of the event to ensure that your day is a real and enjoyable success.
We can arrange everything from vendors, decoration, lightning, entertainment, DJs, live music, dancers, performers, beach activities and even guest transport and accomodation booked and sorted on your behalf- we are here at your service to inspire, plan and implement your ideas and creativity!
Our menu options range from casual to fine dining sophistication and can be tailored to suit your preferences – we recommend scrap the bullet points, do as little as possible and let us take the lead in ensuring your event is perfect!