Ever wonder what’s involved in planning an event? Planning an event is not brain surgery but it does require skill and knowledge and lots of it. And in general, there are a couple of key elements that are imperative to success. They start with being organized and prepared and go from there. Planning an event, any kind of event is a huge responsibility and can be stressful for some. When things go right, you don’t really hear about it and that’s a good thing. But when they don’t, any type of blunder will in the end have some sort of consequences.
Face to face events and meetings are an influential and valuable way to network, educate, learn, strengthen bonds and boost the brand. And like with everything there is no perfect scenario when it comes to planning events. Stuff is going to happen. Whether you have been at it for days or for longer than you care to say; there will be problems. Everyone always says don’t let the small stuff get you down. And I say easier said than done. But there are tips professionals swear by that can help us all inch closer to perfection.
Our Readers Best 9 Tips for Planning An Event
For this one we reached out to our wonderful readers and poised the question. What are your best tips for planning an event? We love our readers because you never hold back. And with thanks here are their top best tips.
Create a Plan and Follow It. Determine your objectives and goals and establish the actions required to achieve them. Be specific on what you want to accomplish and how you’re going to get there. Taking the time to do this will help in planning, making the right choices and ultimately reaching targets.
Checklist. An event planning checklist and a plan go hand in hand. The checklist provides the opportunity to outline and follow all the elements needed to plan the event. It is an excellent tool and should be considered the blueprint for the event. And should include everything required from start to finish; and be used to add and delete things as you go along.
Budget, Budget, Budget. A budget is a valuable guide. Always create a budget and do your best to stay within it. But allow for the possibility of last minute situations. And never feel intimidated to get more than one quote or to negotiate. It’s all about getting the best product or service for the best price.
Success IS in the Details. An event success story has a lot more to do with just being able to book some suppliers. Success is definitely in the details and that means taking into consideration every single element, big or small. And checking and double checking everything.
Always have a Plan B. Plan for the expected as well as the unexpected. Stuff can go wrong. Suppliers may screw up. Things will be late or possibly not arrive at all. Consider all the possibilities and plan for them. Have a Plan B for everything.
Have an Emergency Tool Kit on hand ALWAYS. The sudden and unpredicted is going to happen. But don’t let those avoidable issues get in the way of the event success. Have a fully stocked emergency tool kit on hand and you can put a stop to those out of the blue problems before anyone’s the wiser.
Be as Tech Savvy as you can. Technology is your friend. So use it wherever possible to help plan your events. There are lots of tools and apps that will help with everything from site inspections, registration, weather info, marketing, mapping and so much more. They will ensure you get the job done in the most efficient way.
Communication is Crucial. For any event success strong communication is required. It’s imperative to communicate at all times with your team. Before getting started provide a clear overview of the plan, what is required and the method to getting there. Along with what each team member is responsible for. By always keeping your team in the loop will help to alleviate those last minute problems from popping up.
Get Feedback. Often it’s assumed an event is done when tear down begins. But understanding whether an event has been successful or not needs feedback. Once that last attendee has departed follow up begins so send out an evaluation, email or questionnaire. Feedback is an excellent way to enhance and better future events as well as determine how successful this one was.