Successful event planners have experience dealing with different kinds of clients and guests. They’ve gone through a lot of event planning challenges and know what to expect. But this still doesn’t mean that their next event is going to be perfect.
Every event is unique in its own way and comes with its own set of challenges. That’s why it’s important to master some event organization tips to make work easier every time you plan an event. This article contains a guide to fantastic event organization tips that applies to all types of events.
Understand the Goal of the Event
As an event planner, you should have your own business goals and know your expectations before and after the event. You need to hold a brief meeting with your team and discuss all the expectations for the event. Clarify everything about the customer so that everyone knows what to expect.
Next, hold a brief meeting with the client to understand the nature of the event and the kind of guests who’ll be attending. Understand the client’s goals and make sure you’re on the same page. Discuss things such as the theme, event additions, and post-event follow-up activities.
Have a Well Organized Checklist and Timeline
For a well-organized event planning, you need a well-defined timeline and a checklist of everything you need before, during, and after the event. Create a to-do list with a timeline and budget. Involve your team in creating the tasks and coming up with a timeline together so that everyone does their part.
If you’re working with a big team, make sure you make everyone’s work easier by having an effective system that assigns tasks and tracks everyone’s progress. You can get project management software to help you keep all the event activities under control.
Create Your Event Organization Budget
What you have in your budget for the event plays a huge role in the success of your event. You need money to book venues, hire speakers, ferry your team, get refreshments, among other things. You need to do your calculations and allocate funds to each aspect of the event.
If possible, find event sponsors so that you can organize the event on a mutually beneficial arrangement. Make sure you have a flexible budget because a constraint one can mess everything up. Your initial breakdown must have a contingency fund so that you’re not caught by surprise.
Also, make sure you find great deals so that you can save as much as possible. Document everything in an estimated budget and the actual budget.
Find the Perfect Venue
A venue is what will set the mode and tone of the event. The venue should dictate the kind of event you’re hosting with the theme in mind. It should be large enough to accommodate all attendees with all the needed facilities but still be within your budget.
Send out the event requirements to a few potential venues and let them give you a proposal and a complete quote. Ensure the venue has all the things you need to make the event run smoothly, including speakers and tents if necessary. Remember to hire some white folding chairs and matching tables.
If you need extra space in the venue for the exhibition, you should organize it in advance. This is necessary if you’re going to give room for vendors to promote their products and services. This will be a perfect opportunity for them to meet new customers and for you to make extra income.
Hire the Right Staff for the Event
Even if you already have a well-organized team for the event, you may need to adjust a little depending on the type of event you’re hosting. Maybe you need people to help vendors with the exhibit setup. You also need people to replenish drinks and refreshments throughout the event duration.
Your staff can help handle everything from check-ins, arranging transportation, directing guests, and clearing the venue afterward. There are going to be a lot of activities, and your small team won’t manage everything.
There is always casual staff experienced in these kinds of jobs and will be ready to help. Make sure you only worked with experienced people so that you don’t end up stressed and overworked. You need your guests to leave the event with the impression that you’re one of the best.
Take your time to ensure you only get qualified staff. Well, as you consider their experience, also consider the cost. If you need the staff urgently, then you can contact event staffing agencies to help you out. The agencies have pre-screen people that can quickly fill out the position and give you an easier time.
Don’t Forget Post-Event Follow-Up
The whole event doesn’t end at the end of all the activities. As a good event organizer, you must have a post-event follow-up as part of your timeline. Like the event itself, the follow-up part is also crucial, and you must figure out how to do it the right way.
One thing about follow-up is that it plays a huge part in ensuring customer loyalty and retention. This is a good way to get good testimonials and potential referrals. If your business is starting, then take advantage of this opportunity to reach out to new customers and sell your services.
Event Organizing Is Easy With Good Strategy
Event organization entails a lot of work right from the start to the end. Even if you’re a guru in the industry, you’re not going to be calm. There are many errands to run, and even a single mistake can complicate everything.
You need a great plan and clear goals. You don’t only need to impress your client but also the attendees because how you perform determines how many business deals you’ll get in the future. Well, with the guide, you’ll be several steps ahead of planning a perfect event.
If you feel that this guide was helpful, don’t forget to go through our other tips for running your business. You can also leave comments below and let’s know what you think.