For an event to be truly successful, plenty of paper works and negotiations need to be done. Here some tips that you should remember when planning an occasion.
1. Be proactive.
Be proactive in following up with vendors, sponsors, speakers and contractors. Once you have sealed the deal, you need to make sure that everything would go on smoothly.
2. Be automatic.
Some people would still prefer the traditional pen and paper work, but if you want a faster, more efficient work process, you may want to consider some app or software. Abandon the manual process, and digitize your work. Research on reliable event management systems.
As a professional event planner organizer, we should take criticisms well. Listen to it well, and look at it on a positive light. After all, it would be great to know what went well with your event, and what did not. Get feedback from your volunteers, staff members and guests. Their remarks will definitely help you improve your future events.
4. Be a social butterfly.
To be able to mount a successful event, you need to have people skills. You need to be a social butterfly in your own unique way. Use the power of social media to connect with more people. This will strengthen your event promotion skills, and help you promote engagement.
5. Location is key.
A venue can make or break an event. Choose the best venue for your event to drive in more guests. Usually, the best places are the ones which are easily accessible by public transportation. If you ended up with a far venue, provide shuttle buses for the convenience of your guests.
6. Plan your budget.
No major event planning step should be taken without a fixed budget. Every cent that comes in and out should be taken into account. Never forget about the smallest expenses, since all of those can easily add up to a huge sum.
7. Always be informed.
All individuals involved in the event must be on the same page. They should know everything that is going on. Huge mistakes often branch out from the smallest issues and miscommunication, so it’s important to hold frequent meetings to know all details.
8. Set goals.
Behind every successful event are achievable, realistic goals. You need to focus on these goals to drive your event to success. These will also be part of your decision process, especially when it comes to logistics. Think of your goals for any course of action.
9. Time matters.
To avoid unforeseen circumstances and unexpected changes, make sure to start planning many months in advanced. For big events, the process must start at least 3 months ahead of time. For much smaller events, on the other hand, starting at least 1 month in advance is recommended. Remember, the process and workflow depends on the scale of your event, and goals.
10. Get volunteers!
No matter how hardworking and meticulous you are, you will need help in organizing an event. Look for people who have lots of spare time. If you are on a tight budget, you may ask help from them, instead of hiring professionals.