Planning and pulling an event together yourself is a huge undertaking.
There’s a lot to think about – a lot of balls in the air. But it’s also great fun – and extremely rewarding at the end of the event, once it’s been a huge triumph!
Here at Coastal Hire, our entire team – from our people on the ground through to our senior management, are locals. Our people live in these communities, and have attended many of the parties our customers have planned!
We care about the success of your event. Whether it’s a music festival, food market, wedding – or just a big party! – we will work with you to make sure it goes off without a hitch.
So we thought we would put together this guide, to help you plan the perfect DIY event.
The Big Details
It’s best to start with the nuts and bolts – the theme, the budget, the venue, the entertainment – and the guestlist (or a rough number.)
Once you’ve made decisions around these, everything else will follow. The venue in particular is an important one! Some of the key things to take into account are:
- Are there facilities on site (catering, bathrooms etc)?
- Is there a wet weather plan?
- What is the seating availability?
- How is it powered? Is it on the grid?
- How will people get there? Is transport available?
Identifying these key factors will guide the next steps in your planning process.
The Supplies
Next step is to lock in bookings for all the important party supplies. (Oh, and of course, send out those invitations. A step that sometimes gets left too late!)
There’s a lot to think about here – such as decorations and party favours. You’ll also need to lock in food (or a caterer) and alcohol supply.
But some of the important elements that sometimes get overlooked are:
Staff – do you have bartenders, wait staff, or security?
Safety – do you have safety plan in place (in today’s world, that will include a COVID plan)
Signage – to direct people to your event and make sure the entry to the venue is clear
We have large LED sign boards (also known as VMS boards) for hire, which can be really helpful if you’re planning a large-scale event.
Event Equipment Rental
From the fun stuff – like a karaoke machine, jumping castle or sound system – through the more mundane essentials like tables, chairs, glassware, crockery and cutlery. It’s all important!
And don’t forget to think about ice – or a cool room, if you’ve got a lot of food and drinks to keep cold.
Coastal Hire has 8ft x 6ft cool rooms for hire, which come with digital temperature control, three built-in shelves, internal lighting, and hold up to 7000 liters.
Make a list of all the event equipment you’ll need to rent and get some quotes. Ask around, chat to your friends and see who they’ve worked with before, to get a feel for which company you can rely on.
Facilities
While this is a big one, many people planning an event make the mistake of assuming the venue has all the facilities they need.
If you’re hosting an event off the grid, make sure to consider your power needs – as you may need to look into hiring a generator.
Amenities are another very important facility to consider. Does your venue have toilets on site?
Unsanitary, impractical portaloos can really put a dampener on even the best event. Make sure whoever you use for portable toilet rental is reliable.
Coastal Hire has a large range of portable showers, toilets and ablution blocks for hire. We also have free standing urinals and hand wash stations available for hire.
Enjoy!
Last but not least – know when to kick back and enjoy yourself!
And make sure to pat yourself on the back at the end of an event well done. It’s a huge lead up, and you deserve to celebrate.
