No matter how large or small the event, the planning involved requires careful consideration. There are lots of practical steps, from choosing a suitable date, to securing a venue, managing invites, staying on budget and arranging catering, each with the potential for mistakes to be made along the way. We have put together a list of helpful tips to help you to ensure your planning runs smoothly.
Here are our 6 top tips of hitch free event planning.
Technology can be a great tool for streamlining the event planning process and ensuring that you never miss a trick. Sophisticated event planning software like Cvent can help you to manage your entire event planning process, from setting up event planning web page, to sending out invitations and recording RSVPs.
In addition, technology such as social media could be used to engage your audience in the event planning process. For instance, you could hold polls on Facebook and/or Twitter to allow your audience to choose what they would like to see at your event, covering anything from guest speakers, to venues, catering and more. The benefit being that you will be able to maximise the success of your event, by tailoring it specifically to your attendees needs.
In order to plan a successful event, the event planning team need to communicate effectively with one another and to always keep the team abreast of important information. There should be regular points of contact, either through weekly meetings or phone calls to make sure that everyone is on he same page. When planing an event, there will always be things that pop up unexpectedly, and when everyone is fully informed and plans are clear, it is much easier to adapt to and handle any situation that arises.
As we have discussed, there are several different considerations that need to be dealt with when planning an event, which also gives rise to plenty of opportunities for error. A way to mitigate these risks is to have clear lines of responsibility and accountability.
The need for clear accountability is closely connected to the importance of effective communication. The event planning process needs to be structured in a way that identifies ownership of responsibilities and these responsibilities need to be clearly communicated to team members. Planning and structuring the event planning process in this way is also more likely to result in an engaged and motivated events team. It has been shown that people work far more efficiently when they know and understand what is expected.
Again technology can help with the project planning. There are any number of solutions available as software, web-based or apps. We particularly like Wrike, which streamlines project management and team collaboration.
Expect the Unexpected
No matter how effective your planning process, there is always a chance that things might veer off course. It is always a good idea to have a contingency plan in mind and to consider the things that could possibly go wrong before they do.
For example, consider potential problems with common problem areas, such as venue temperature, timings, weather, and of course, budget. If you are hosting an event with a large number of guests, then you may need to think about the potential for the venue to become over heated. In order to mitigate this risk, you could liaise with venue staff to ask whether this is a common issue and consider hiring additional fans. When it comes to timings, you should always allow a little padding between the components of your event, in case anything overruns. The key to successful planning is to anticipate problems before they arise and put contingency in place.
Do a Mental Walk-Through
Around two weeks before the event, it is a good idea to do a mental walk through of every step of the event. From setting up, to packing up. You may be surprised at how many last minute tasks or areas that need attention you identify. Mentally walking through each and every detail will ensure you are fully prepared.
If you are looking for help in developing an events strategy to drive your business forward, contact Wendy at Wendy Marston Events.