Back to Main

Blog

May 4, 2017

Event Planning 101: How to Plan a Luxury Event so That It Does Not Become Fyre Festival

Lisi Korn

pexels-photo-196652The Fyre Festival has been blowing up headlines this last week as one of the most spectacular event planning failures to ever occur. Not only was it a logistical and planning nightmare; the investor pitch deck also set expectations sky high, with endorsements from Instagram celebrities and industry insiders.

When the festival’s sobering reality was discovered by shocked festival attendees; pandemonium ensued and it was too little too late for Fyre’s organizers to recover any shred of deniability.

This is the textbook version of how NOT to event plan, especially in the age of social media. Reputations that take years to create can be annihilated with the click of a button, or the snap of a smartphone camera.

So, how do you go about planning an amazing luxury event, and have it go off without a hitch? Here are some tips from my years of luxury event planning:

1. Have a Timeline

This ordinarily goes without saying, but since we’ve already referenced Fyre, it bears repeating. A timeline is a great way to make sure all of your important planning deadlines are met, and that all parties involved (including vendors) know when to expect payment, when to set-up, and how the event should proceed.

2. Be Prepared for Mother Nature

Preparing for your wedding also means being prepared for the weather. Even if you don’t have high winds and rain (read: Fyre Festival), you may have unbearable summer heat which incentivizes your guest to skip the event early. Consider having pest control tanks on hand and properly air-conditioned environments to keep your guests comfortable.

3. Get (and Stay) Organized

Although digital organizing apps and software have come a long way over the years, I prefer having a three-ring organization binder on hand to compile all important correspondences, meeting notes, photos or magazine tears to show vendors, and important numbers. I also suggest setting up an email account for the event.

4. Make a Meal Plan

One of the biggest rewards that guests typically get to enjoy at an event is the food. Make sure that you have prepped adequately for all of your guests and also determine if you are on the line to feed your vendors. If you are required to feed your vendors and don’t want to shell out for Kobe Beef, consider paying for a hearty, but less expensive option for the staff (anything is an improvement over cheese sandwiches, just ask the Fyre Festival’s staff).

5. Take it One Step at a Time

Unlike some festivals… It is important to plan in advance so that you can accomplish milestones way before show time, especially if you don’t want everything snowballing around you (i.e., guests locked out of your wedding chapel, or festival attendees stranded at the airport). Lastly, don’t book a band (or an artist or celebrity) before you’ve set up your space (thanks for that tip, Ja Rule!).

 

Visit our blog for more luxury event planning and wedding design tips. Forever Events specializes in luxury event design in Miami, FL. Contact us today to start planning your event.

Here are some more of our favorite tweets about the Fyre Festival disaster:

«
  |  
Main
  |  
»
  • Responsive image