Ever felt completely overwhelmed when planning a large event? Weddings, corporate functions and extravagant birthday bashes often have far more moving parts than we realize. Trying to coordinate them all can feel like a nightmare. However, there are really just a few bottlenecks, and if you take care of those, everything else becomes much easier. Here are five tips for dealing potential issues that anyone planning a large event in Perth needs to know.

1. Choose a Venue That Simplifies Logistics

Perth is full of scenic event spaces, from outdoor spots along the riverside to the Perth Convention and Exhibition Centre. But while aesthetics are important, planning will be a lot easier if you focus on logistics instead. Some venues will include amenities you might need, like parking, toilets, seating, bars, a stage or AV equipment. These take a whole bunch of decisions off your plate, whereas other venues will only rent you their space.

2. Work With Reputable Local Suppliers

Unreliable caterers or vendors can be disastrous for an event. And even if you choose one who’s usually good, the further they have to travel, the more things there are that could go wrong. The best option is to partner with trusted locals. If you don’t have your own network of nearby vendors, there are services for large event hire in Perth which offer comprehensive packages, handling much of the planning and organization for you.

3. Prepare a Contingency Fund

There’s a saying in finance that it’s better to be vaguely right than precisely wrong, and it applies well to budgeting for big events, too. Rather than approaching the budget by trying to forecast every cost accurately down to the last cent, approach it with the view that things might go wrong and cost more than you thought. That way, you can be prepared by allocating an extra 10-15% as a contingency fund.

4. Prepare Backup Plans for Everything Important

For an event to run perfectly smoothly, you’re relying on the weather, technology, and potentially dozens of different vendors to all behave exactly as predicted. But the chances of all of them doing that are quite slim. That’s why you need a backup plan for critical elements like power, catering, and entertainment. Get these in place early and make sure everybody knows what they are. There will be much less stress if something goes wrong.

5. Have Clear Channels of Communication

One way things might go wrong is through miscommunication. Ensure that everybody behind the event, from the venue liaison to the ice cream vendor, knows how to reach you. Agree on communication channels with them in advance, and ideally use at least two in case one goes down. Everybody should also know who your second-in-command is if you can’t be reached. Confirm critical information in writing, especially prices, delivery times and special instructions.

Conclusion

These five tips can make organizing large events in Perth far less stressful, either by taking tasks away or by preventing panic and uncertainty in the event that something goes wrong. This frees you up to focus on the real critical aspects of your event, like making sure local guidelines are followed and giving your guests a great time.