Planning a big Christmas event?

Whether you’re organising Carols by Candlelight or a Christmas fair, here’s how to wow the crowds this festive season

Christmas lanterns for a carols by candlelight event

Organising a big event can be stressful at the best of times, let alone at Christmas when expectations are high and people’s availability is low.

Christmas events like Carols by Candlelight and Christmas fairs are a great way to bring communities together, but with calendars filled with parties, end-of-year concerts and other festivities, you have to work extra hard to get people to attend.

Thankfully, there are plenty of ways you can make sure your Christmas event is not to be missed. Here are a few tips to get you started.

Don’t wait until Santa Claus is on his way

When it comes to organising big events, timing is everything, and it’s never too early to start thinking about Christmas.

Not only is it a busy time for your potential guests, but also for performers and other service providers, and preparing early will help ensure you don’t miss out.

When setting your date, check whether it will clash with other events. To avoid this, consider holding your event in November to beat the Christmas rush, or, for an evening event like Carols by Candlelight, you could even hold it on a weeknight when people tend to have less on.

When you're organising #events, timing is everything & it’s never too early to start thinking about #Christmas. Click To Tweet

Spend your Christmas cash wisely

While many Christmas events are held as fundraisers, you have to spend money to make money, and the way you allocate your budget could be the difference between hosting a Christmas cracker or a fizzer.

A good place to start is to consider which items will give you the most bang for your buck.

For example, for a Carols by Candlelight event, spending more on a well-known performer may draw larger crowds, while for a Christmas fair, attractions like rides could be a worthwhile investment.

Whatever your priorities are, you’ll need to make sure you have enough cash. This may involve charging an entry fee, or, if you’re putting on a free event, seeking revenue from attractions. Sponsors are also a good way to boost your budget.

Lock in a jolly location

Parks and local sporting grounds are perfect for big events such as Carols by Candlelight, but, as with most things when it comes to Christmas, you’ll need to stake your claim as early as possible to avoid missing out.

When choosing a location, make sure it has plenty of parking or access to public transport as this will impact your crowd numbers, especially during the silly season when cabs can be hard to come by.

When organising an event like Carols by Candlelight, an outdoor stage is a must-have, and a tent or marquee is a great option to protect your performers and sound equipment and provide a focal point for the festivities.

The material of the tent skins in our Regal range is the thickest on the market, which helps to retain sound and will create amazing acoustics for your Christmas carols.

Create a fun, festive atmosphere

When it comes to Christmas events, it’s all about providing family-friendly entertainment and creating a fun, festive atmosphere that will have the kids begging to be there!

While Christmas lights and decorations, festive food and drinks and a visit from Santa are a given, attractions like a jumping castle, Christmas parade or fireworks finale are guaranteed crowd pleasers that will ensure your event is not to be missed.

Of course, for a Carols by Candlelight event, the songs will be the star of the show, so make sure you’ve lined up some quality performers.

You’ll also need to organise an MC, and don’t forget the candles – battery operated candles are a safe option that will provide a magical atmosphere for your guests.

Create a fun atmosphere for your eventSpread the cheer!

Once the logistics of your event are in place, it’s time to let people know about it!

At this busy time of year, the more exposure your event receives the better, so make sure you promote it in your local newspaper, on social media and on street signs, and ask your sponsors to promote it too.

As well as the time and place, let people know to bring a rug or a chair – and their best singing voices.

Organising Carols by Candlelight or a #Christmas fair? Here’s how to wow the crowds this festive season #events Click To Tweet

In summary

When it comes to planning big Christmas events, timing is everything, and it’s never too early to get prepared.

By locking in your date and location early, spending your money wisely, creating a fun, festive vibe, and spreading the word, your event is guaranteed to be a cracker.

On the day, make sure you take the time to soak up the atmosphere and enjoy your achievement. It won’t be long before it’s time to plan the next one!

How about you?

What do you enjoy most about Christmas events?

Talk to us about your next event

 

Worried about the weather for your outdoor event?

Find out how to weatherproof your big bash to keep your guests smilingOrganise a rain contingency plan for your event

Every outdoor event is at the mercy of the weather, particularly here in Australia.

It can be perfectly fine one day, with torrential rain the next. You can also face challenges like heatwaves, extreme UV levels, and high winds.

So, how do you prepare and save yourself the stress of an unexpected change in the weather?

Have a wet weather contingency plan

If you’ve spent months planning your perfect outdoor event, the last thing you want is to have to cancel because there’s a high chance of rain.

The best thing you can do is plan for rain from the start, making sure you have plenty of covered space like a pavilion, marquee or tent to keep your guests safe and dry.

It’s important to consider whether you’ll need the covered space to house your entertainment.

For example, if you’ve planned an outdoor cinema or stage, you may need a tent that has the height and depth for that kind of display.

Outdoor #events are at the mercy of the weather. Are you prepared? Click To Tweet

You may need to have additional wet weather equipment on hand like ponchos, umbrellas and slip-proof safety mats to help people as they arrive and leave your event.

If you have stall holders, musicians, kids’ rides or food trucks, you’ll need to communicate your wet weather contingency plan with them up-front, because some may be unable to operate safely in bad weather.

Make sure you understand their cancellation policies so you don’t get any nasty surprises at the last minute.

Our Regal 4 Marquee in frosty weather at Falls Creek

Prepare for temperature changes and UV rays

If you’re organising an event that runs from day to night or across several days, it’s a good idea to prepare for significant temperature changes so your attendees stay as comfortable as possible.

This means providing plenty of shelter and heating for cold nights while providing shade and cool-down areas when it’s hot.

Our tents are excellent for keeping your guests comfortable because they’re made of thick, robust material that insulates against extreme temperatures.

And, our reinforced design ensures they stand strong against wind and rain.

You should also think about providing your guests with blankets on frosty evenings, and make sure you keep water and ice plentiful on hot days.

If you’re having a daytime outdoor event, you’ll also need to protect people from extreme UV exposure.

The SunSmart website has a great checklist to help you get the systems and amenities in place to protect staff, volunteers and patrons from sun damage.

This includes providing enough shade and making sure sunscreen is available.

Don’t forget wind gusts and thunderstorms

High winds and electrical storms can wreak havoc on the best-laid plans.

If safety is a priority, no other marquees, big tops or tents can surpass ours for strength and wind rating.

In 2007, we worked with the NRMA in Sydney to provide rain protection for 400 de-roofed houses during freak winds and storms.

Our tents were used for rain and wind protection while roofs were retiled

Monitor the forecast

Once you’ve got your contingency plans in place, keep an eye on the weather forecasts as far in advance as possible.

The Bureau of Meteorology gives seven-day forecasts for most areas. Some other sites can give longer-range forecasts, but they can be unreliable.

The closer you get to your event, the more accurate the forecast will be. If big storms are a threat, keep an eye on the radar and warnings for a minute-by-minute check on where the storm is heading.

Worried about the weather? Find out how to weatherproof your big bash and keep your guests smiling… Click To Tweet

In summary

Many places in Australia can experience four seasons in one day, so it pays to be prepared for your next outdoor event.

Having a wet weather contingency plan could be the difference between running a successful, profitable event or a washout.

From giving attendees ponchos and blankets to providing plenty of shade and sunscreen, make sure your show can go on – whatever the weather.

How about you?

How do you plan for bad weather?

Talk to us about your next event

 

Short on ideas to promote your new business or product?

Here are five ways to host an epic launch party

Epic launch party ideas for your new business or productLaunching a new business or product is a thrilling time for everyone involved, but it’s often tricky to think of ways to make your amazing new thing stand out.

Launch parties are a great way to show off your branding and innovation. Plus, when done well, they get people talking.

Here are five ways to make sure your launch event is the talk of the town.

#Launchparties are a great way to show off your new product – but how do you make your event the talk of the town?… Click To Tweet

1. Choose a memorable theme

There’s a reason you remember the superhero dress-up party you went to in 1995 – having a theme creates interest and excitement for your guests and they’ll be thinking about it for years to come.

The good news is you don’t have to have a dress-up party for this to work. A theme is effective because it gives your event some structure and can tie into your business or product.

For example, if you want your product to be associated with fun and entertainment, you may want to create a carnival atmosphere with circus acts, bright lights and games.

Or, if you’re after something seasonal, you could craft a winter wonderland with ice sculptures and themed food and drink, like steaming hot chocolate.
Whatever your theme, make sure it fits with your brand and is consistent across the decor, food and entertainment to give your guests an experience that’ll stick in their minds.

2. Select a spectacular venue

There are lots of different places to host events, but why not make your launch party extra special by constructing your own?

Hire a circus tent or marquee and set it up in a stunning location, just like Subaru did for the launch of their Impreza WRX.

A major launch event to 300 Subaru dealers, rally car drivers drove the new car on a demonstration track inside our huge Regal 6 tent – set up in picturesque Port Douglas, Queensland.

Subaru launched their Impreza WRX at Port Douglas using the Regal 6 

Using a tent like those in our Regal range will guarantee your event makes a spectacular impact from both the outside and within.

The tent skin material of the Regal range is the thickest of its kind, which means the tents not only look amazing, they’re the ultimate semi-permanent structure for superb acoustics.

They’re also incredibly safe – no other marquees, circus tents and party tents can surpass ours for strength and wind rating, so you can rest assured your party can go on, no matter the weather.

3. Master your music

Sound plays an important part in any event. It builds the atmosphere and helps your guests feel calm and at ease while they mingle. You can also use music to build excitement or get your guests up and dancing.

It’s important to consider how you’re going to incorporate music into your launch party. Are you going to have live acts or work on your own great playlist?

If you’re having a sophisticated cocktail event, you’ll probably want to keep your music fairly subdued with a three-piece jazz band or some instrumental music. But if you’re aiming to get people onto the dance floor, you could organise a variety band with a great vocalist, or hire a DJ.

Epic launch party lighting4. Use lighting to transform the space

It’s often an afterthought, but lighting can be a game changer when you’re holding a launch party or corporate event.

Lighting can transform the space, create ambience and be used to display videos or presentations throughout the night.

You can also use lighting to direct your guests’ gaze at key times – for example, attracting their attention for speakers or your big product reveal.

5. Create opportunities to move and mingle

The key to a great event is happy guests, so create as many opportunities as you can to get your guests talking to each other and having fun.

Part of this involves keeping people well fed – the food is often a talking point at corporate events, so make sure it’s ample and delicious.

You should also consider some activities that fit with your theme. For example, if you’re hosting a garden party, a game of croquet could be a great way for your guests to mingle.

If you want a more high-energy event, you could install a dance floor and organise a flash mob or some professional dancers to start things off and help people get their groove on.

Short on ideas to promote your new business or product? Here are five ways to host an epic #launchparty Click To Tweet

To sum it all up

When done well, launch parties create a lasting impression of all that your business or product can deliver.

Here’s a reminder of a few ways to make your next launch epic:

  1. Choose a memorable theme
  2. Select a spectacular venue
  3. Master your music
  4. Use lighting to transform the space
  5. Create opportunities for guests to move and mingle

Hopefully, these tips can help you create a brand experience that’s the talk of the town and allows you to connect more deeply with your potential clients.

How about you?

What are your tips for hosting an epic launch party?

Talk to us about your next event

 

Organising a festival or special event?

Here’s how to make sure your event is a raging success

How to make your festival a raging success

Organising a festival or special event can be an exciting but stressful time.

Planning the acts and getting artists or vendors on board is fun, but the logistics can be a nightmare if you don’t know where to start.

Thankfully, with some careful planning and preparation, you can have your big event running like a well-oiled machine.

Here are a few tips to get you started. You can also download our 10-step checklist for an awesome festival or special event.

Timing is everything

When you’re organising a large event, timing is critical. You need to give your team plenty of time to plan and prepare, while also making sure that your big day doesn’t clash with someone else’s – because that could have a big impact on crowd numbers.

You also need to consider the time of year you’d like to hold the festival. Will it be hot or cold, sunny or rainy?

If it’s an outdoor event, you may need lots of cover and protection from the elements.

These things will affect your equipment and set-up, and even the atmosphere of your event.

The logistics of organising a #festival or #fete can be a nightmare if you don’t know where to start... #events Click To Tweet

Keep cash flow in check

If you’re starting your own festival or coordinating one that’s been around for a while, keeping the cash flowing is essential.

To help with this, you may need to pre-sell tickets or organise sponsorships.

It’s also important to keep your budget on track and avoid spending all your cash on your star attraction.

Choosing a location or site

To decide on a location or site, you need to consider the size of your event and what access points, permits and facilities you’ll need.

If you’re organising a music festival, you’ll need plenty of room for the stages and backstage areas and, if it’s a weekend event, you’ll also need to consider space for camping.

If you’re using circus tents like The Majestic, which boasts the widest span of any marquee structure in Australia, you might need to check if you can use pegs on the site.

Circus tents like The Majestic are perfect for festivals and special events

Don’t forget the essentials

A few essentials for every major event are:

  • power
  • safety and security
  • food and drink
  • toilets and waste.

Make sure you have a plan for how you’re going to manage these essential elements. For example, you might need to hire generators and a security team, organise food stalls or catering – and don’t forget the humble port-a-loo!

Be confident and flexible

With some solid preparation, you can feel confident that your special event will run smoothly and seamlessly.

Check and re-check your procedures, and be ready to adjust on the go.

Most of all, have fun and enjoy the ride!

Download our 10-step checklist for an awesome festival or special event.

 

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