Getting Ready for an Event


For many companies, summer is a time for hosting events – from July 4th celebrations to charity events and company-wide get-togethers for networking and bonding experiences. When planning an event, it’s an excellent time to remind your clients about the various things on their to-do lists so nothing is overlooked. There’s much to consider, including location, vendors, insurance, safety, and other requirements.

First Things First

Decide what type of event you are holding and what your objectives are. Planning a conference with industry colleagues, employees, speakers, etc., takes substantial lead time. If it’s a charity event, you must figure out how to raise awareness for the cause, the targeted donation amount, any auction items, and other considerations.

On the other hand, if you or any of your clients are planning a company event – an outdoor barbecue, a mixer, a beach party, or a themed party – it’s much more manageable. Decide on the date, location, catering, and any entertainment. Make sure the venue and any vendors you need to hire are available.

Prepare a Budget, Set a Timeline

Set a budget. Delegate how much you want to spend on the venue, food, alcohol, entertainment (if any), and speakers (if appropriate) so you stay within your price range. Be sure to allocate enough time for invitations and RSVPs. Many people plan vacations in the summer and may be available only in the fall, which could sideline your plans.

Book the Venue, Send Out Invitations

Before booking the location, you need to know how much you want to spend and get proposals from available venues. Brand your event if it’s a company and/or industry outing and give people enough time to respond and confirm attendance.

Check Out the Space Before Event

Conduct a walkthrough of your venue to check for safety concerns, like ADA compliance, and see if there are any areas in which you may need to hire additional outside help. The summer months are hot, so you want to ensure everyone is comfortable.

What About Insurance?

Make sure your event goes on without a hitch with Event insurance. Abacus, an ISC company, specializes in Event insurance and insures more than 200 classes of events on either a per-event or annual basis. We can also provide coverage up to 30 days for a vendor, exhibitor, or concessionaire at a single trade show, festival, or fair.

Depending on the scope of the event, coverages can include General Liability (including Host Liquor Liability and Liquor Liability), Inland Marine, Excess Liability, and other key coverages. Coverage is affordable, starting from $250, and is available nationwide.