Planning an event takes high level organisational skills and also requires you to cope well under pressure. You need to be able to think on your feet and take decisive action in stressful situations. This is why it is so important to know how to manage your time properly and to make the best use of the resources available to you.
Here are our tips to help you manage the process and to make the best use of your time.
Create an Event Schedule
Your event schedule will be your most important event planning document and will see that the planning process runs smoothly and on time.
A good event schedule will detail every single activity that needs to be undertaken to successfully deliver your event on schedule. By having all this information on one place and regularly updated with progress, you will save time in a number of ways. Firstly, this document can greatly improve the efficiency of working in a team because team members can easily see the progress of each task at the click of a button. Secondly, it can save time in the planning process if you have a master schedule that can be called on for each new event.
Know Your Limits
Although it can be tempting to try to do everything at once, overloading yourself with too much work is never going to end well.
To avoid this problem, make sure you allow adequate planning time and spread activities out over a realistic timescale.
Always Allow for Contingencies
Although it can be tempting to order only what you need to save money, it’s always a good idea to order a little extra, just in case. In the long run, this will save you time and a great deal of stress. Much better to allow your self a little slack than to have to spend time running around to fix a problem where your resources fall short.
Use Project Management Software
Alongside your master schedule, it’s also a good idea to use a project management system to help you to manage day to day activity. This will help you to keep on top of your to do list and to make sure that important things aren’t missed.
Ask for Help
Nothing will help you to save time planning your next event like an extra pair of hands. Make sure you have as many staff and volunteers on hand to to help plan, coordinate and execute the event. It can be tempting to take on all the responsibility yourself and can be hard to let go, but many hands make light work. So long as you take care to communicate clearly and effectively, event staff will always save you time.
For help and support with planning your next event, get in touch with Wendy at Wendy Marston Events.