CONTACT US HERE. IT ONLY TAKES A MOMENT.

Deciding on an event date is one of the most successful elements of your event. When choosing a date for an event, there are some important factors other than ensuring the greatest number of people will attend. For example, there are other events on the same date you decided to organise your event? May, June, and July are the peak months for weddings, while November and December are usually the months for parties/corporate dinners.

Taking the climate into account is another important aspect. Take into account periods of rain or summer storms. One of the first elements to define is the “when”, defining the year, week and day of the week, then starting to work backwards, defining exactly the days for deliveries, set-up, tests and final review times. Be careful if there are national or religious holidays, school holidays, long weekends or long weekends at the same time. The day of the week as well as the time of the event can have a very strong impact on the objectives of your event. Before defining the exact date of your event if the following elements could impact your event: national holidays, religious holidays, school holidays, long weekends, sporting events, other special events.

Why would anyone hire us to organise an event? Organising an event is a complex activity where the unexpected situation is always around the corner and where the ability to adapt to the surrounding environment is important. Our expertise ranges from accounting to technical expertise on acoustic systems, meteorology, from administrative law to marketing, from graphics to advertising techniques and much more.

The event organiser has two customers: the client and the public for whom the event is intended, and their respective demands do not always match. An event organiser analyses the feasibility, identifies a target audience, finds the location, monitors the budget, plans the logistics and coordinates all the elements leading to its realisation.

To organise an event you need to imagine, plan, set up, know, manage, and have the overall vision to be able to customise it according to the client’s needs but above all to the specific features of the target group the event is intended for.

The objective is to organise an unforgettable experience. A widely shared concept among scholars is that a successful event is one that goes on as scheduled, avoiding critical situations, cannot be realised without a rigorous methodological approach and a clear identification of responsibilities and the sequence of actions to be taken.

When organising an event, one of the aspects that must be taken care of is bureaucracy and the following elements must be considered: SCIA (Certificate of Commencement of Business), a technical report of a qualified professional certifying that the safety conditions and the installation of the equipment will be carried out to the highest standards.

For events with more than 200 persons and time exceeding midnight, it will be necessary to obtain a specific authorisation for a public entertainment event in accordance with Article 68 TULPS and to request the convening of the Municipal Supervisory Commission for Public Entertainment to obtain the authorisation.

Occupation of public land: if the event takes place on public land, a public land occupation fee must also be paid, except in the case of events with the patronage of the municipality and COSAP (public land occupation fee) fee-exempt events.

As of June 2017, the event organiser must also tackle the Gabrieli Circular on Safety and Security by also submitting the event’s emergency plan to the SUAP (One-stop business advisory centre).

SIAE: every time music is broadcast, or shows are performed, it is necessary to apply for a permit from the Italian Society of Authors and Publishers (SIAE) by paying the relevant royalty fee every time music is broadcast for a use that is not strictly private. For more information, it is advisable to contact the relevant territorial SIAE offices directly.

Noise exemption: if sound broadcasting equipment or events with music or the use of musical instruments are used, the organiser must submit to the SUAP appropriate noise impact documentation drawn up by a qualified expert together with the measures planned for the reduction and elimination of noise emissions.

Administration of food and beverages: if the food and beverages are offered, there is no need for an authorisation, the only requirements remaining those related to health and hygiene. Whereas, when the food and beverages are to be sold, asking for a financial consideration in return, the event organiser must submit the SCIA Certificate to the SUAP.

Event insurance policy: when organising an event, it’s advisable to have insurance to cover possible damage to participants. In the case of a public event with many participants, it is necessary to take out a tailor-made insurance policy as a specific assessment of the risk factors associated with the event will be required.

Other permits and authorisations to be submitted to the local municipality are notification to the Police Headquarters, Patronage request, technical services request (utilities, cleaning, equipment), communication and advertising, and road closures.

An event planning is a complex process, and to achieve a successful outcome seven different components must be coordinated and optimised: activities/technical aspects, venue (physical or virtual environment) /logistics, timing, people, organisation, economic/financial resources, and marketing. The complexity stems both from the need to coordinate specialists with different backgrounds and skills who carry out the various activities, and from the fact that the process must be continually adapted for critical situations that may arise during the execution phase, often beyond the control of those organising the event, such as weather or power outages.

Even if an event is over in a few days or hours, its preparation requires a lot of time in advance. To reduce the risk of losing control of the situation, we shall consider seven main activities:

1 – concept creation and definition  2 – idea development and ancillary services identification  3 – feasibility analysis 4 – activity planning 5 – execution 6 – conclusion 7 – post-event assessment

The creation of the event is the creative activity that formulates the event in its multiple aspects, and once the concept has been expressed, the technical and logistical functions will have to quickly check the feasibility of its realisation, while the marketing function will have to assess its commercial viability. Other important aspects to be considered and evaluated are the objectives and goals, the theme, the venues, the available resources, the timing, the participants involved (spectators, actors, possible community, media, possible sponsors) and the available organisational capacities.

Before organising any event, it is essential to define the objectives you want to achieve. The most common are: increasing notoriety/visibility, increasing brand awareness, building the loyalty of specific stakeholders, creating new business, cultural entertainment, motivating the staff of the company/organisation, disseminating lifestyles/customs, fashions, new cultural, sporting, healing, religious practices, remembering historical anniversaries, education, and training.

An event must have a target audience and define what they expect, who they are composed of, where and how they can be reached to inform them about the event. Such analyses make it possible to identify the competition on the same target and other events already realised or planned, and thus to estimate the strengths and weaknesses of our offer compared to those of our competitors. In-depth knowledge of the target audience also makes it possible to hypothesise prices both acceptable to customers and sustainable with respect to those practised by competitors, to identify the most suitable distribution and availability of tickets, and which media to use for promoting the event.

The event is a mix of services that must be guaranteed to be successful in terms of quality and timing. The event concept, the eventual price to be sold at, the sales network and communication, all prefiguring the so-called event marketing mix, must be defined consistently with each other and in view of the event’s intended positioning.

Once we have defined where to position the event, it will be a matter of giving an initial answer to the five W (why, who, when, where and what), which will make it possible to define the concept. Whatever the type of event to be organised and the objectives to be achieved, there are five main characteristics that must be defined at this stage of creation:

– content, theme, and specific style of the event

– list of target audiences

– period

– location

– organisational structure

Once the master plan for the event has been drawn up, the objectives, concept and all the necessary functions and requirements of the space have been defined, finding the perfect location for the event will be much easier. The selection of the location where your event will be held is of paramount importance because it can ensure the success of the event.