Event Management Tips and Tricks
Putting together a social gathering is no mean feat, especially when you consider the wide range of skills required to pull off a successful event.
Be it a corporate event, charity gala, product launch, wedding, or any personal event, you cannot plan, manage and execute the entire process singlehandedly without feeling overwhelmed and getting exhausted in the process.
This article will help you understand the dynamics of successful event management and guide you toward creating one.
Top tips for successfully managing an event
For good event management, you need the foresight to predict risks, and the possibility of their occurrence and come up with necessary precautions to mitigate such challenges. When it comes to event management tips and tricks, one essential consideration is ensuring seamless connectivity for your attendees. Consider a hotspot rental to provide reliable and fast WiFi at your next event.
Let us look at some of the factors that contribute to a successful event.
1. Begin planning your event early
The thumb rule of event planning is to begin as early as you possibly can. For large-scale events, start planning at least four months in advance.
For smaller events, planning must begin at least a month earlier.
Planning early gives you more options to explore in terms of the selection of venue, marketing, sponsorship, speakers, and so on.
2. Maintain uninterrupted communication between all parties
Since event planning involves people with different skill sets hailing from different backgrounds, keep communication channels open among all of them.
As a company event planner, you’ll be the main point of contact, managing your team and coordinating with the vendors, caterers, equipment providers, guests, and organizers.
Clear communication ensures there’s no room for doubt or misunderstanding and that people involved are aware of their roles and the accompanying deadlines.
3. Determine your budget and stick to it
Budget plays a crucial role in determining how you’re going to plan and execute an event. Budget estimation ought to be done in the early stages of planning.
While the budget may vary at later stages, ensure there is a minimal deviation from the initial budget. Here are a few event budget templates to help you get started.
Once the vendors are secured, update the budget with actual spending. This will help evaluate your event’s success rate.
4. Delegate responsibilities
Instead of planning everything on your own, it’s better to share the load with your team. Break down the event into sections and assign roles and responsibilities for each section to each member of the team.
For smaller events, you can assign multiple roles to one person. There must be an event manager who’ll lead and supervise the team. This will create a sense of responsibility among team members, allowing them to keep track of every detail.
5. Consider an event planning platform
If event management is not your forte and you’d rather have professionals handle it, then opt for reliable event planning platforms. They know the nitty-gritty of event management and are equipped to deal with challenges that may emerge in the future.
Check out two prominent platforms Cvent and Eventtia (Cvent alternative) who are creating quite a splash with their efficient services.
In fact, Eventtia’s robust event management software has everything you need to manage events in the most hassle-free manner.
Besides being a cost-effective solution, it ensures you aren’t locked down into year-long contracts.
6. Create an agenda and multiple drafts of your event timeline
Once you’ve planned a rough timeline for the event on an estimated budget, it’s time to create a comprehensive written plan that’ll serve as an agenda for the event. Include vendor details, attendee information, and floor plan in the document.
Moreover, create multiple drafts to ensure everyone’s on the same page. Further, you can opt for cloud storage to store your event planning documents in a safe and secure way and share it with team members.
Besides bringing clarity, this will enable efficient team management and facilitate coordination among volunteers.
7. Keep a backup plan ready
You have to be really lucky to pull off an event without a fuss. Often guests turn up late, a technical glitch occurs or an item goes missing at the last minute.
Analyze the most important assets of your event, assess the possible risks, and chalk out a backup plan for each scenario.
Having a backup plan allows you to prepare your team for any eventuality without hampering the event in any way.
8. Hire a professional photographer
Nothing demonstrates the success of an event as much as pictures do. Hire a professional photographer since they’re more likely to understand what kind of photos need to be clicked and will discuss the specifics with you.
If you’re on a tight budget and cannot afford a photographer, these simple tips for taking better event photographs will help you learn much faster and better.
Ensure multiple shots are taken to cover crucial photos of the venue, decor, sponsors, branding, attendees, and guests enjoying the event.
9. Build a strong social media presence
Ace the social media game by generating a positive buzz about your events through posts, reels, and pictures on social media.
Create custom hashtags for your event on Twitter and Instagram. This will encourage your followers to tweet, retweet, and share details about the event.
Moreover, create a Facebook event that’ll allow friends to tag the event in related posts. Upload pictures depicting the event’s success and tag relevant people.
Now, let’s consider some of the don’ts of managing an event.
1. Don’t send out invites too late
For an event to be well-attended, it’s imperative to send out invites immediately after you’ve locked the dates and booked the venue.
The earlier you invite them, the greater will be the possibility of them attending the event and contributing to its overall success.
Come up with a rough itinerary to give your guests an idea about what they should expect from the event.
2. Don’t miss out on essential services
It’s the small things that make all the difference. Take the initiative to create an event that’s environmentally and ethically responsible.
The bigger the event, the greater the waste generated in the form of tickets, banners, leaflets, food packets, and water bottles. Understand the environmental impact and ensure trash is disposed of in a systematic manner, thus promoting sustainability for a better future.
While event planning can challenge you in umpteen number of ways, the tips and tricks shared here will provide the right guidance for your future events. Upon mastering these tricks, you would start enjoying the process a lot more.
The secret of successful event planning lies in starting early and effectively communicating your ideas and expectations to your team.