Event Management: Planning an event can sometimes be a very stressful process and can also leave the event organisers feeling very much overwhelmed. We bring to you top 10 tips for Successful Event Management that will help you master the art of planning and conducting a memorable and efficient event.
1. Start planning early on
Begin the planning of your event management as soon as possible. If your event is significant, you should begin the planning for it at least four to six months in advance. Small events instead need at least one month to do all the event management planning required. For keeping the final run to the event flow smooth enough, try to ensure that all your vendor contracts are completed at least a few days before your event is scheduled to occur.
2. Stay Flexible with the tasks
Throughout planning for your event management, multiple things will get affected and will change, whether it is the timing of your event, locations or even the type of event that you will be hosting. Therefore, you need to ensure that you are flexible and can meet the constantly changing demands.
3. Be good at Negotiation
Despite what the contractors and vendors will tell you, everything is reasonably negotiable in your event management. Remember that there will be multiple unforeseen costs along with every event, so try and negotiate as low a price as you possibly can. Determine your entire budget before meeting a vendor or contractor, and offer to pay them at least 5-10% lower than this figure. Your vendor might even put up a fight, but ultimately all they want is to win your business.
4. Assign Responsibilities to helpers
Break down the various elements of the event into categories and sections (e.g. guest registrations, catering, transport, etc.) and assign an area to your team members. As they are solely responsible for delivering tasks in their section, they will be much more engaged in small detailings and changes in your event management.
5. Create a consolidated Shared Document
With the cloud comes multiple benefits, and collaborating with your team couldn’t get any easier. To keep everyone in your group on the same page and organised, create a consolidated central manual or a document that details all the things to do for the event management, including the contracts, attendee information, and other essential details of the floor plan. With a shared, consolidated document, everyone in your team can refer the form back to it if they are unsure about something, and your team can conveniently spot if something is out of place.
6. Always Have a Backup Plan ready
An event is rarely getting pulled off without at least one single issue, an item might not turn up, or an important person might end up arriving late. Assess the most crucial assets that your event has, and create a backup plan with event management for each. If several issues arise in the future, triage them and see whether an alternative option can be worked on or cut out entirely from the event.
7. Do a Dry Run
At least about two weeks before your event, do a dry run of your entire event process. Organise a consolidated meeting with your entire team and mentally walk through everything, the whole process from start to end, from initial set up till the follow-up process. Often the complications that come up are highlighted at these meetings, and you get a chance to acknowledge and correct them. Then, just a few days or weeks before the event is organised, do another run through at the venue of your event. These are essential aspects of event management.
8. Take presentable pictures of your event
Pictures paint a thousand words, and posting all these positive photos online is a brilliant way to demonstrate the success and wellness of your event. To market your event is the most critical aspect of an event management business. If it is feasible for you to hire a professional photographer, they will be more clued into the kinds of required photos and will approach you for specifics. Ask for several shots to ensure you cover all bases, like a snap of the entire room, photos of event branding, and many pictures of attendees enjoying themselves.
9. Go Online
An event is a perfect way to up your social media presence. Create a custom made hashtag for your event on Twitter or other social media and encourage your followers to tweet about your event. Similarly, create an event on your Facebook page or the concerned profile, and encourage your followers to tag the event in relevant posts. Finally, upload your photos once the event is over and actively encourage users to organise themselves.
10. Follow-up regularly without fail
Once the event is done, many organisers might fall into a common pitfall – taking a break. While the logistics may be done, it is essential to be proactive in following up with your event attendees, be it over email or on your social media, to demonstrate the event’s success.
To conduct a successful event, one must have deep knowledge and understanding of the Event Management process for those working in the hospitality industry, entertainment industry, leisure sector, or those who wish to become the expert in this aspect of the business.