Planning an event can be a stressful process and can often leave event organizers overwhelmed. Our top 10 tips for successful event management will help you master the art of planning a memorable and effective event.
1) Start early
Start planning as soon as possible. If your event is large, you should begin planning four to six months in advance. Smaller events need at least a month to plan. To keep the final execution of the event running smoothly, try to make sure all vendor contracts are completed a few weeks before the event.
2) Stay flexible
In the course of planning the event, things are going to change. Whether it's event schedules, locations or even the type of event you are organizing, you must make sure you are flexible and can meet changing demands.
3) Negotiate
Despite what many vendors will tell you, everything is negotiable. Remember that every event will have unforeseen costs, so try to negotiate as low a price as possible. Determine your budget before meeting with a vendor and offer to pay 5-10% lower than this figure. Your vendor may push back, but ultimately they want to win your business.
4) Assign responsibilities
Divide the various elements of the event into sections (for example, registration, catering, transportation) and assign one section to each member of your team. Since they are solely responsible for their own section, they will be much more aware of small changes in the details.
5) Create a shared document
With the cloud come many benefits, and collaborating with your team couldn't be easier. To keep everyone on the same page, create a playbook or central document detailing everything to do with the event, including vendor contracts, attendee information and the floor plan. With a shared document, everyone can consult it if they are unsure, and your whole team can spot if something is out of place.
6) Have a backup plan
It is rare for an event to take place without at least one problem; an item may not show up or an important person may arrive late. Assess the most important assets your event will have and create a backup plan for each one. If a series of problems arise down the road, rank them and decide whether an alternative can be found or whether it should be removed from the event altogether.
7) Do a walk-through
About two weeks before the event, conduct a review of the entire event process. Organize a meeting with your team and mentally walk through everything, from the initial setup to the follow-up process. Complications often stand out in these meetings and you will have time to fix them. A few days before the event, organize another run-through on site.
8) Photograph everything
Pictures paint more than a thousand words, and posting positive photos online is a great way to demonstrate the success of your event. If you have the budget to hire a professional photographer, they will be better informed about the types of photos that are required and will approach you for details. Request several shots to make sure you cover all the bases, such as a snapshot of the whole room, photos of the event branding and plenty of photos of attendees having fun.
9) Connect online
An event is the perfect way to boost your social media presence. Create a custom hashtag for your event on Twitter and encourage your followers to tweet about it. Likewise, create an event on Facebook and encourage your followers to tag the event in relevant posts. Upload your photos once the event is over and actively encourage users to tag themselves.
10) Follow up immediately.
Once the event is over, many organizers fall into a common trap: taking a break. While the logistics can wait, it is important to be proactive in following up with attendees, whether by email or on social media, to demonstrate the success of the event.
