Professional outdoor event organization AZ [Consultancy service]
Organize outdoor events this is the most popular form of the event right now. So what are the steps in the event planning process? Experience to organize successful outdoor events? AIT Group will help you answer these questions through the following article. Read it now!
1. Experience in organizing outdoor events (Event Outdoors)
1.1 Place and time of the event
Location and time are two extremely important factors, determining much of the success of the event. To be able to choose a reasonable venue and time for the event, you must determine the following issues:
- Who is the target audience?
- Is the venue close, convenient, and safe for guests? Does the venue match the content of the event?
- Estimated time suitable for the majority of guests?
Choose the right time and place for the event
When you have found the answers to the questions above, you have certainly chosen a great place and a reasonable time. However, AIT Group will also provide some more event venues in Hanoi for you to have more choices:
- National Convention Center.
- Song Hong Palace Wedding and Event Center
- Calidas Gardium – Keangnam Landmark 72.
- Daewoo 5 star hotel.
- Softwater Restaurant.
Ideal outdoor event venue
1.2 Weather
It is unfortunate if the preparation for the event is canceled because of “heavenly” factors. Therefore, you should carefully review the weather forecast on the day of the event and the days following. If the weather day opening event If it’s not beautiful and you can’t change the time, get ready like umbrellas, umbrellas, hats…
Weather
1.3 Sanitation and security
The advantage of organizing events outdoors is to bring a comfortable, spacious space. However, because the space is quite spacious, ensuring hygiene and security is quite difficult. Therefore, you should let the participants understand their responsibility to keep the place clean Inauguration ceremony, outdoor events.
Sanitation and security
For security issues, you can refer to the following ways:
- Mark, clearly identify the area you hold the event.
- Hire a reputable security team to respond quickly to unexpected cases.
- Set up a medical team.
1.4 Communication for the event
One of the most practical ways to communicate an event is to send invitations to guests. In addition, you should also confirm who will attend the event so that the organizers can better prepare. Moreover, you should arrange positions for the press, reporters… to help communicate the event better.
Communication for the event
1.5 Equipment and facilities
Outdoor events are very suitable for the use of monumental and rich equipment. Because you are not limited in space, you can use light effects with the widescreen to bring an element of surprise and attract guests…
Equipment and facilities Organize-outdoor-events
1.6 Legal procedures
In order for the outdoor event to take place smoothly, the event must be approved by the government. Therefore, you need to make sure that the legal elements of the event are clearly addressed to avoid affecting the organization of the program.
2. The risks when organizing outdoor events
2.1 Uninvited guests
Because it takes place in a large space, it will be difficult for you to control the number of participants in the event and the appearance of uninvited guests is inevitable. Therefore, you need to hire a professional security team to limit the situation of bad guys breaking into disruptive events and theft.
2.2 Severe weather
This is a risky problem that almost any outdoor event will encounter. Therefore, you need to carefully prepare solutions for sudden weather changes.
Severe weather
2.3 Lost children
The problem of lost children is no longer a rare occurrence in an outdoor event. Therefore, you need to hire a professional security team to handle arising situations.
2.4 Noise and chaos
As mentioned above, an outdoor event is a party of freedom, so it will be difficult to control the chaos and noise. This will sometimes negatively affect the surrounding area and cause the police to come to remind them.
Outdoor events are often chaotic and noisy
3. Professional outdoor event organizer – AIT Group
To handle the risks neatly and have a hugely successful outdoor event, you need a professional outdoor event organizer. One of the most professional outdoor event organizers in Vietnam that you should choose is AIT Group.
AIT Group organizes outdoor event Honda EMC 2020
VNPT Festival 2020 organized by AIT Group
AIT Group is a Hanoi Commercial and Industrial Advertising company with more than 25 developments. We have been and are the event organizer for many large enterprises such as Honda, Piaggio, Microsoft Vietnam… What makes these businesses trust and choose to cooperate with AIT is because of the following advantages:
- As one of the few advertising companies in Vietnam that have invested and developed its own production factory.
- Pioneering in technology: producing diverse and unique posters, banners, and individual brands of AIT Group.
- As one of the few advertising agencies that offer a full package from ideation, design, program implementation…
- Experienced staff.
Contact information:
- Address: 5th floor – AIT Group Building, 109 Tran Quoc Hoan, Dich Vong, Cau Giay, Hanoi
- Factory: Kim Chung, Hoai Duc, Hanoi
- Website: https://aitvietnam.com/
- Email: aimbuilding@aitvietnam.com
- Hotline: 0983 027 448 – 0913 318 464
4. The process of organizing outdoor events of AIT Group
4.1 Building a theme for an outdoor event
Before organizing an outdoor event, you need to have an idea about the theme of the program. The theme will be the key to making it easier for you to plan activities in the event. Therefore, after receiving requests, AIT Group will present ideas on event topics for customers to choose from.
Determine the time and place of the event
4.2 Determine the time and place of the event
AIT Group will provide a list of event venues for customers to refer to and choose from. In addition, AIT’s staff will base on the time the customer organizes the event to make suggestions on how to organize the appropriate event.
4.3 Develop event scenario
AIT will assist customers with event planning. After presenting the scenario, if the customer agrees, our staff will proceed with the implementation according to the plan.
4.4 Carrying out the preparation
AIT staff will advise customers on the selection of performances, MCs… Parallel to that, the technical team will decorate and install sound and light systems at the venue of the event. to sue.
Proceed to prepare
4.5 Program overview
AIT staff will supervise and check equipment, MC scripts… Besides, AIT will also conduct a test run of the program according to the scenario and evaluate whether the event can take place as planned or not…
4.6 Organizing the program
AIT Group’s staff will always supervise and check during the event. If any problems arise, the staff will solve them as quickly as possible.
Organize the program
4.7 End of event
After the event is over, the staff will clean up and remove the sound and light equipment. After that, the customer will proceed to liquidate the contract for AIT.
Above is the information that AIT Group has summarized about the experience and process of organizing professional outdoor events. Hope you can understand more about outdoor events and can choose AIT Group is a good candidate for your selection! Follow AIT Group to update more experience on event organization!
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