Be it any industry, people involved in event planning and the event coordinators are the most hard-working people out there. They are expert planners and communicators, and, ultimately, they’re responsible for creating experiences that bring the client’s vision to life.
Let us now look at the top 10 event planning tips to help you carry out your events in a stress-free manner.
1: Get comfortable with data
The decisions that you make in event planning should always be supported by data. You have to quantify and learn from your efforts as a planner. Start to experiment with measuring your expenses, budgeting and implementing surveys that go beyond opinions and anecdotes. Use practical and quantifiable metrics to determine that the decisions you make are bringing you profits. Having good data gives you the ability to iterate in event planning and design better events every time. It motivates you to negotiate and push back when your clients pitch in ideas that you can prove never worked in the past.
2: Approach things with creativity
For efficient event planning, invest the time and effort into designing the event because experience matters a lot. Always stay creative by looking for inspiration outside of your event planning world. You can look for innovative partners like entertainers, furniture suppliers, and designers — who are responsible for the visual appeal of your event, and you can depend on them. You can constantly challenge them and be deliberate about every design detail.
3: Don’t forget to focus on the cultural side of things
In event planning in cities across the country or even all around the globe), you have got to understand the culture and people in that location. Consider the nature and demographic makeup of your event’s city to avoid any severe oversights. While choosing a destination, be super conscious about the message it is conveying. Work in accordance to tie the culture of the community into the themes of your destination event.
4: Click professional pictures of your event
How would you understand that you have designed a memorable event- One way is to find out if attendees share photos or use your customized event hashtag on social media. You must organize your event so that it encourages interaction and engagement of the audience on social media. For example, you can create a pop-up photo booth or even paste the Instagram logo throughout the event venue as a call-to-action.
This strategy needs the event planning well in advance. When considering the event design, remember that literally, everything at your event will act as a backdrop for a picture. Think of excellent and attractive visual elements that would get you to stop and take a picture — and incorporate them into your event.
5: Segregate essential tasks into more minor checklists and action items
For making event planning less hectic and more organized, you can think in terms of checklists, bullet points, and action items. Segregate essential tasks into more little lists and action items. It will help you stay organized while working on your event planning. But that may not be the case for each person involved in the planning process. For example, while delegating some tasks, you can ask your team to break down what’s being asked in the form of a checklist to ensure that absolutely nothing is being misunderstood.
6: Find properties for the long term & grow your network
The primary reason event planners spend so much time on-site visits is that they may not always have venues or quality contacts to trust in a given city. Of course, you could also continue spending your time vetting meeting spaces with your own eyes, but you’d be better served to explore new networks and connections that already have the answers that you need. In event planning, connections are everything, so don’t shy away from asking for introductions.
7: Don’t hesitate to reach out for help
If you are accustomed to fulfilling as many requests from clients as possible, be sure that you are also asking your contractor-partners to go the extra mile for you. For example, ask your Audio Visual providers to join in the decision-making process. In addition, ask your partners to join you for site visits. As a result, they might catch up on the details you would typically overlook.
8: Invest in Event management courses
Invest in your learning- take up a course in event planning. When you spend all of your time bringing people together to celebrate, make sure you build connections or educate. Remember that learning always happens outside of your comfort zone. Do not simply rely on what has worked in the past. Tie up with an industry organization. Or sign up for the events and tradeshows that you’ve always dreamed of attending.
9: Promote your events for a good career
It would help you a lot if you started focusing on opportunities to lessen our carbon footprints. You must look for sustainable alternatives available at the venues you’re working with. This proves to be a huge selling point for your event. Promote the fact that you’ve designed an event experience with sustainability in mind.
10: Always be there on your toes for helping out your clients
Through experience, the best modern event planning will become better and efficient eventually. Potential planners can convert major disasters into little victories. To mitigate the risk, you must find an accountability partner to serve as a check and balance – someone who can always act as a second pair of eyes on your meeting plans. IN event planning, With all the effort we put into coordinating a perfect event, something always can go awry. That’s where professional event planners can step in to save the day.
The event planning tips you read today are much more manageable with collaborative tools and technology to save time and develop the best event experiences by working as a group.