Ten most important tips for perfect Event Management
Anyone who might be planning an event of any size must first consider a few basic steps to help ensure success and minimize the stress level that goes with any type of event or function whether..
#1. Plan Ahead - Organizing your thoughts and ideas are the very fist step. Write down a list and check it twice for all of the elements that might be needed for a successful event. The following elements are but a few of the key things to think about when you plan for your perfect event.
#2. Secure your Location - Location, location, location. It cannot be stressed enough (no pun intended) to make sure that the location for your event is locked down before you even begin to work on all of the other elements that you will need. When booking your location do a site survey to make sure that it will be suitable and able to fullfill your needs.
#3. Secure your Vendors - Now that you have your location locked down and finalized it is time to contact your various vendors and create your team. Depending on your project your vendors may vary from one event to another. Depending on your location important vendors may include your hotel staff,
catering, audio visual, photographers and videographers, florist and designers, speakers and entertainers. Proper communication with your vendors is important to ensure a seamless flow to your event.
#4. Being Well Rested for Your Marathon Day - Although doctors recommend eight hours per day of rest for the average person we all know that in todays fast paced demanding world this doesn't always happen. Being well rested and getting a good nights sleep will help you approach your project with a clear head. Organizing events by their very nature can be stressfull, that's why it is so important to be in the best physical, emotional and spiritual mindset that allows you to concentrate on the many varied tasks that the day will demand.
#5. Execute your Game Plan - This is where the rubber meets the road. This is where you as the event planner become the maestro conductor, orchestrating all of your various vendors to their tasks at hand. This is why it is important to have a checklist. All of the various players involved in your event are looking to you for leadership and direction. You must be confident in your plan.
#6. Anticipate Road Bumps (and have a plan "B" in place) - No event is truly perfect. Mistakes will occur from time to time. If you are organized and have a backup plan in place, these glitches will not overshadow the flow of your agenda.
#7. Delegate - It is important to remember that you are only one person. You can't do it all. You are going to need help. Creating team members to execute some of the minor tasks at hand will take a lot of burden off of your shoulders. The big jobs will be handled by your various vendors but there are always a plethora of minor, but important details that will require someone's attention. These small but important tasks are perfect to be delegated out to a trusted subordinate.
#8. Dry Run - Test for bugs. This is your time to tweak and practice. This is when you want to go back through your checklist and check it twice. Are all of your vendors up and running? Have you performed a sound check with you audio visual provider? Is your food going to be on time? Has your photographer showed up and is he ready to go? Is your keynote speaker comfortable with the setup? When you have practiced all of these things in a dry run you can breathe easier knowing that you will have a smooth and stress free production.
#9. Fullfilling Client's Needs - Now that you are breathing easier it is a good time to communicate with your clients to ensure that they are as comfortable as you are with the proceedings. Open and honest communication is the hallmark of a true professional. Knowing that you have covered all of your bases and everything is going smoothly it is now time to touch base with your client to ensure that all of their needs have been met with to their satisfaction.
#10. Show Time!! - Here is where you reap the benefits of all of your planning and hard work. You can now let the production / event go forward on its own momentum knowing that all of your professional vendors and staff members have done their jobs well as per your instructions. Your creation that at one time was just an idea in your head, is now blossoming before your eyes. Although this is not the time to develop a false sense of security, but keep an open dialogue with all of your team members to the very end. Just remember the Event Planners Mantra - "No one plans to fail, they fail to plan!"