5 tips to successful Event planning

Tip#1 – Plan and coordinate

Planning and coordination lays the foundation for a successful event. You need to consider what, who, why, where and when aspects of the event. While planning, set realistic expectations but also list down experimental aims. To start with,

• Make a good team with differently skilled members for making agendas and preparing schedules

• Understand your client’s expectation and identify the target audience

• Analyze the cost and prepare a budget

• Prepare an invitation and list down the programs in the event

• Prepare a deadline for each activity

• Collaborate consistently to ensure timely actions

• Get approval for the budget

• Start social media marketing campaign on sites like Twitter, Facebook, etc.

• Market the event by informing media, preparing brochure, sending mails, etc.

• Keep your attendees engaged during the event (by posting event updates on social media)

• Collaborate with the team to ensure that the plans are on track

• Plan travel and transportation arrangements

• Seek special permits from the local governing bodies

• Create the list of guests who responded with RSVP

• Make a list of table accessories like pen, notepad, brochure, bottle of water, etc.

• Ensure all activities are running on time including transportation arrangements

• Remind VIPs about the event, and have volunteers to guide them to the event

• Confirm venue arrangements like lights, decorations, volunteers, security, etc.

• Prepare a minute-by-minute plan for the event

• Arrive at the event’s location with volunteers and team members hours before the event time

• Check whether all the electronic equipment are working properly (microphones, lights, speakers, etc.)

• Setup a beautiful reception and helpdesk

• Allocate space for sponsors to place their banners

• Ensure that the host/anchor has details of the VIPs to avoid any blunder

• Hire a dedicated photographer to capture special moments, sponsor banners and key people

• Confirm stock of food, water, flowers, etc.

Tip#2 Start the action

This is the time when you will have to divide your enthusiasm in too many ideas. This is a critical stage of the event where you confirm key things like the date, venue and the speaker. During this stage,

Tip#3 Stay active 24-36 hours before the event

If you utilize this time effectively, your event will be a success. Measure the execution of your plans, collaborate with all the stakeholders, sponsors, speakers, guests and your team members. Get final approvals from the vendor of catering, fireworks, decoration, etc. Before 24-36 hours,

Tip#4 How to manage the final day?

After all the hard work, you are anxiously waiting for the event to start. This is the time to ensure that all things are there and working as planned. Don’t assume; take control of things. On the day of the event,

Tip#5 Learn from the event

The event is over, you received appreciation for your efforts, but you thing there is a lot of scope for improvement. Thus after the event, you should collect meaningful information from the participants. Send feedback forms, gather feedback, understand participants’ reactions, gauge expectations and measure the impact of your event. This will help you get valuable insights for nourishing your managerial skills and shaping the future events based on the received feedback.

In conclusion I would say,

Event management is one such profession where failure has no hiding place. No matter what confidence or managerial arsenal you bring on board for the event, loopholes in any of the above mentioned stages will land you in an embarrassing situation. To avoid blunders, you can take assistance from event management and registration softwares. So consider these tips and avoid any uncertainties during the event.