Planning an event can be a hectic process that often leaves event organizers feeling confused or puzzled. Event management calls for some basic ground rules that one should follow to offer unique event experiences.
Every event is different, and hence each of them requires a unique approach. A fabulous event manager needs to be flexible and adaptable to everything that comes on the way. This strategy is what lets you accommodate, learn, and improve to make each event better.
Let us walk you through the top 10 tips for Successful Event Management that will help you conduct a memorable and remarkable event.
10 Best Tips for Successful Event Management
Be Clear with your Objectives
You can decide the approach towards conducting an event after you are clear with the objectives or goals of the same. If you’re harmonizing with an event organizer, you may receive a list of goals. If not, then co-coordinate with your client to mutually decide on the concrete goals to ensure the success of your event. Make these objectives as precise as possible. For example, How many cars can you allot in the parking lot? How many questions do you expect to welcome during a live or virtual Q&A session? Use as many numbers as possible.
Perform a Strategic Planning
Keep a strategic approach as soon as you start planning your event. If you are planning a physical or online event on a large scale, begin planning at least three-four months before the D-day. The earlier you can approve the aspects of an event, the better. The plan should cover logistics, content, and the marketing strategies of the event. Prepare a checklist of all the tasks, then filter them based on their priority.
Regarding the format of the event, you need not follow the same traditional methods. You can do your research to learn the latest industry trends and include assets that can deliver unique and bizarre event experiences.
Create a Shared Document
The process of event management involves several people for different tasks. To keep everyone in the loop, prepare a primary manual or document that explains everything related to the event, including vendor records, participant data, and the floor design. People can refer to this shared document at any point if they have any confusion or if they are unsure regarding any aspect.
Be Ready with a Back-up Plan
At times, things do not work the way we have planned them. The same goes for events and their planning too. So, it is vital to keep a Plan-B handy. Evaluate the most significant assets of the event and make sure to keep a backup plan ready for each of these assets. If several issues occur in the future, assess them and determine if you can get an alternate for it or if it needs to be completely removed from the event. Back-up plans are very efficient and can at times save you from huge blunders or mishappenings.
Learn From Each Event
Every event has its own set of approaches and requirements. Therefore, each event offers different takeaways and learnings that can be used in future events. Post the event take some time to discuss the pros and cons of the strategies you followed with the entire staff. Keep an interactive session where you make sure to listen to the suggestions and viewpoints of the staff.
Perform a Dry-run
Rehearsals are the key to reduce the number of unforeseen errors. It is very important to ensure that you do not miss out on performing a dry-run before the D-day. If it is a physical event, sit with the entire team, discuss the assets, and have a virtual picture of the event, that will be accessible by the attendees.
For a virtual event, make sure to check the Internet connection, run multiple system checks. It will avoid the possibility of any system crashes.
During a hybrid event, it is necessary to validate both physical and virtual aspects. With the involvement of two different types of audiences, it becomes more essential to pay attention to the planning and rehearsal.
Negotiate with the Vendors
Each event is distinctive. Vendors know this, which is most of them provide customized services and flexible pricing. Instead of urging vendors for a price range, figure out your budget, like how much are you ready to pay. Then discuss the same with the vendors and decide on mutual pricing. This way, even if a vendor negotiates, you’ll still be within your budget.
Break up the different components of the event into sections (e.g. accommodation, registration, catering, transport), and allot different responsibilities to each member. If a member knows his designated responsibility, he will be more alert and loyal towards his duty. Distributing duties among the team members helps you conduct the event more organically. Make small groups and appoint a head member in each team. Make sure to offer all the necessary documents and contracts to the head of the team, so the other members know whom to reach in case they have doubts.
Follow-up with Everyone
Post the event, several organizers descend into a typical pitfall – taking a break. But, this is not a good practice instead, you should send feedback forms or simple surveys to the attendee emails to learn about their experiences. Getting the valuable feedback of people who were a part of your event helps you assess the improvement area. It is an effective way to ensure that you do not repeat your mistakes for the forthcoming events.
You can also consider sending thank you emails to the vendors or members of your team to make them feel respected and valued.
How to Contact an Event Planner Near Me?
1. Join small associations or communities related to event planners: It is an effective strategy to stay notified about the events and event planners near your area.
2. Take part in multiple event industry trade shows: Attending several event trades shows helps you learn different suggestions or strategies that you can include in your future events.
3. Attend events planned by other planners: Learning is a never-ending process. So, the process of learning different things from events or people who belong to your industry is an efficient way to host remarkable events.
4. Join different event groups on Instagram, Twitter, Linkedin, and Facebook: Joining the event groups on different social media channels will help keep you updated regarding the latest industry trends. Also, when you plan on hosting your next event, you’ll know whom to contact.
Every event is an occasion to develop the way you plan and strategize the upcoming one. But, most importantly, remember to keep yourself open to feedback. Also, make sure that there is no end to learning or obtaining insightful knowledge.
Event planning may appear to be a little tricky, but with experience, it can surely become better. So, be smart, goal-oriented, and spontaneously outline the most critical tips you wish to take as crucial understanding.