Running an event? Need a little help? Or a lot of help, even? We’ve rounded up our pick of suppliers and helpers in and around the eventing industry who can help with everything you can’t do yourself.
You’re welcome 🙂
A production company helps you conceptualise and execute your event properly, as well as obtain all the necessary permits you will need to host the event (need we say more). Some of the many reasons to get help, rather than trying to do everything yourself, is that production companies are familiar with most venues, as well as being in the know about licenses and permits needed, while they often have great relationships with reliable and well-priced suppliers, as well as yeeeeears of experience to boot. They can avoid common industry mistakes and handle stressful, difficult situations for you, helping to ensure that your event runs smoothly and there are no embarrassing and/or expensive glitches.
Savage & Strong
02. Waste management
Where there is an event, there are people. And where there are people, there is waste. Sigh. What you may not know is that in order for an event permit to be granted you need a waste plan and someone to deal with it for you. Getting in a waste company will sort out this plan for you, and will generally recycle as much as they can, and will give you a report on what quantities were recycled or dumped. A win for you, and our planet.
03. Technical gear
If you are running a music event, you’ll need to hire in sound, lighting equipment, possibly even some kind of crazy rig that shoots fireworks to a crazy beat. A lot of your attendee’s experience of your event will hinge on this kinda stuff being perfect, so make sure that you have the best you can afford. The technical manager will also be able to recommend the correct setup based on your venue and attendance. Sounds good, doesn’t it?
+27 11 3144419
05. Tents & marquees
If your event is outdoors, you’ll need to provide protection from the elements. Stretch tents are more aesthetically pleasing, and generally cheaper than PVC marquees, but aren’t as secure – so you’ll have to think about what’s more important for your event while thinking of your budget and your event-goer’s needs..
06. Bar infrastructure
Complete your event with a top-notch bar provided by professionals. As well as dealing with all the staff and cash ups on the day they will also be able to assist you with that much-needed liquor license application. Another massive bonus!
07. Two-way radios
Communication on the day is vital to a well-run, and safe event. And the best way to do this without using cellphones (especialy when there is no signal) is by getting hold of a set of two-way radios (or Walkie-Talkies). They come with up to 16 separate channels on them which is useful when you are running multiple departments that each need their own clear channel for communication while still being able to contact other departments.
Procom Radio Communications
Arguably one of the most important things to get right at your event. You don’t want to fall short in providing portable facilities, and have people waiting for hours in the queue. Similarly making sure your toilets are well maintained throughout the duration of your event will go a long way in ensuring the happiness of your guests.
The amount needed depends on the type of event you’re throwing, but as a general rule, you should provide a single toilet for every 75 people attending for a camp-over event (festival) and about one toilet per every 100 people attending for a shorter period event (concert).
+27 21 386 4634
11. Safety officer
Safety should be of the most utmost importance to you since your guests are trusting you to keep them safe while they enjoy your event. Once again, in order to obtain an event permit you’ll need to appoint a safety officer who’ll also be able to assist you with your event application and make sure all crews are keeping safe on site during the build and strike phases of production. Better safe than sorry.
In order to obtain an event permit you’ll need to submit a medical plan and have registered medical professionals on-site to implement it. Bear in mind that legally you need a medic on site for the COMPLETE DURATION of build, show and strike. You don’t want to be shouting “Is there a doctor in the house?”
Garth Van Zyl
Secure your outdoor event, and create entrance chutes for your guests entering in, and passing out using perfectly placed fencing. Fencing is also very useful for locking off no-go areas, back of house areas, and restricted access areas. It’s also a confusing sport but let’s not digress.
Security are your eyes and ears on the ground, as well as being the Guardians of your event – keeping you and your guests safe! In order to have your event permit application approved you will need to submit a security plan and have sufficient security on site. In terms of legislation, you need one security guard per 70 people attending your event.
15. Temporary WiFi installation
Internet access is needed for your scanning devices to sync at the door, and also essential to ensure they all have the same “checked in” data and that your online guestlist is updated to all devices when people buy tickets online (if you are leaving your online sales open while the event is running).
To keep your production running with as little interruption as possible, it is essential to have access to excellent Wifi on site.
A supplier like Access Ability provides managed WiFi connections that take care of all your on site social media needs, guest WiFi access, direct marketing campaigns and much more.
+27 71 462 6937
16. Mobile charging stations
Having mobile charging stations at your event is a great value-ad, allowing your guests to connect with the outside world, find their friends, and take loads of photos. You can even make use of them to keep your staff connected and communicating.
As a bonus, giving your guests ways to stay connected means that they'll be more likely to post on social media, making your event more visible to those who weren't able to attend.
Rapid Charge Solutions is a supplier that offers various different mobile charging station options including locker units, table & stand units, and desk & portable units.
Rapid Charge Solutions
Roxanne, part of our Organiser Success Team, started at Quicket as the first employee in 2013, and works closely with our family of Organisers to ensure that their events are successful, and that they get the very best of the Quicket platform. She is a mother of three girls (two of which are feline) and loves to spend her free time wondering around Cape Town, and developing new recipe’s in the kitchen.