There is no doubt that event management comes with its share of stress and pressure. And all this pressure can break an organizer’s spirit, to say the least. But even when an event sounds too challenging, there are ways to bite the bullet and turn it into a huge success. All you have to do is follow these ten tips to manage and plan the perfect event.
1. Don’t Procrastinate
Leaving things for later is not the approach you want to use. Instead, you want to adopt a proactive mindset and get things done as early as possible, just in case you run into trouble later on. For example, if the event is big, start planning at least six months ahead of time. If the event is small, give yourself at least a month to plan. Plus, make sure the vendors are locked in and ready for the date.
2. Expect A Few Curveballs
The event people are going to attend is not going to be the one you initially planned. That’s because several things are bound to change throughout the planning process, and you need to be ready for them. Because if you can’t be flexible in this regard, you are going to have a very tough time.
3. There’s Always Room For Negotiations
There is nothing wrong with negotiating better prices from the vendors, seeing as saving money in this area can help to enhance another. A good strategy would be to get a budget for the vendors in place, but when you make the offer, you start with a number five or ten percent lower than your budget.
Naturally, the vendors will put up a fight. But for the most part, they come around and give you the better price.
4. Get Organized
Chances are you have a team working with you and this can really help to take the pressure off. For example, breaking up an event into manageable sections is a great start. Now, you just have to divide and assign each team member to their specific duties, and these are the only duties they focus on. This may mean it’s worthwhile getting specialists for lighting hire ,video hire etc.
5. Make Team Communication Easy
If the event is going to be successful, your team needs to be able to communicate properly and clearly. One of the ways this can be achieved is by using a shared or cloud document. All the important details, planning, contact numbers, and floor plans can safely be stored online and in a designated place for all the team members to find.
6. Always Have a Plan B
There is no telling what can go wrong, especially with an event. But you can take the initiative and assess all the important elements of the event. And once you have all the necessities written down, you can look for alternatives, just in case you need to arrange something at the last minute. Don’t be lazy with a plan B, because an arranged event with so many variables involved is rarely perfect.
7. Play Out The Event
In the two weeks leading up to the event, get your team together and do a detailed run through. Did everyone do what they needed to? Are there any complications or issues that need to be sorted out? By having a productive run through with your team, you decrease the odds of something catching you off-guard.
8. Get It On Record
Given that this is an event and you make a living by organizing them, get a professional photographer to get a few shots. Afterward, you can offer them to the people or company that hired you, and you can use them for your resume. A few good photos can go a long way in terms of gaining new clients.
9. Create Hype Online
If you want to make the most of the photos that will be taken and create lots of exposure, open a custom hashtag for the event and start creating some hype. Do your best to get people talking about, and after the event is over, post the photos.
10. Build Your Client Base
The last thing you should do is take a break when the event is over. Instead, capitalise on the moment and reach out to the people who attended. In fact, use the energy from the fresh event to build your client base. Consistency is the key to success, and you need to keep it up.