• Julia & Lily

5 time saving tips on organising your company event

Updated: Feb 8, 2018

Organising an event for 200+ people can be extremely stressful. There are so many little details that need to be taken care of; everything needs to be perfectly in place for things to run smoothly on the day. With everything that needs to be done, working efficiently is very important. Here are some tips on saving time when organising your big event.


1. Hire professional help

When you are organising an event for a large number of people, hiring an event organising agency will allow you to have the all of the details taken care of. They know what they are doing, they know how to get you the best of everything, they have industry contacts established, and you won’t have to worry about any of the big stuff that you forgot to think of!


2. Catering

Similarly, hire some services to help you. Having the event catered by a professional catering company will take a huge weight off your shoulders, and you can be sure that your guests will be served a great meal. An event organising agency will be of great help here and will advice you the best catering companies in town, since they have worked with most of them and had tested their performance for you.



3. Set Deadlines

Create deadlines for yourself and your team for when things need to be done. Setting these deadlines will install a sense of urgency and motivate everyone to get things done on time. It will also help you create a proper, logical timeline. It will help you figure out what the priorities are, in order for everything else to be able to fall into place.




4. Start Early

Start planning your event as early as you can. You may think you’ll have plenty of time to complete everything, but you’ll find that time slips away from you pretty quickly, especially as the event draws near. Focus on getting your location and vendors secured early, so that you can fully focus on the small details that will ultimately make your event amazing. We advise to contact an event organising agency from 3 to 5 month in advance for an event of this scale.




5. Assign Jobs

Assign specific things to each member of your team. Put one person in charge of the location, and another in charge of food, etc. Being clear about who is responsible for what will not only save time and confusion, but it will ensure that everyone is focused on doing the best they possibly can with what they are given. Again, an event organising agency is a great deal of help and lifts the weight off your shoulders.


Bonus: Stay Flexible.

When planning a large event with a lot of details, some things are bound to change along the way. Maybe your location falls through or your entertainment cancels on you. Whatever it may be, if you are stuck on things happening an exact way, you’ll only waste time, energy, and effort trying to stick to your initial plan. You can save yourself a lot of grief if you are able to go with the flow and take things as they come. Be willing to change things if necessary. An event organising agency will have the knowledge and ability to change plans quickly or fix last minute troubles, if need be.


Planning an event for many people is a huge task. You can choose to take on the project yourself, but hiring an event organising agency is a very good idea. They will have a team of professionals who do this stuff all day long. They will be experts at securing venues, planning meals, and everything in between. It is not expensive, since they have stronger negotiation power with the providers and will get you things cheaper than you would be able to on your own.


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If you are interested in organising an event for your brand, please get in touch with us at info@eventbarcelona.es.

info@eventbarcelona.es   |   Tailor Events Barcelona SL Passeig Lluis Companys 8, 7.4 Barcelona, 08018, Spain