The process of planning an event can be very stressful to event organisers. The organisers are often left stressed and overwhelmed by the process. However, this doesn’t have to always be the case for you. There are ways to plan and organise an event successfully without the unnecessary stressing. So, what are the secrets for a stress-free event planning process and management? Well, here are the top steps and tips that will work out well for you:
1. Begin the Process Early
Most event organisers underrate the importance of beginning to plan early. Make sure you start out as soon as you can. For a big event, it’s safe to begin the process four to six months ahead to avoid any time holdups. For everything to flow smoothly towards the final days to the event, ensure the contracts of all the vendors are completed weeks before the date of the event.
2. Stay Flexible
Things are likely to change during the event planning. This could be the times, type or location of the event. This shouldn’t be a mishap for you as you should stay flexible and able to meet the changing needs.
3. Know your budget
It’s always a good idea to have an idea of what your budget is before meeting any vendors. If you have this agreed at the beginning of any conversations, then you won’t be disappointed when they show you something amazing that you then find out you can’t afford.
4. Assign Responsibilities
Have the elements of the event broken down into sections and then assign every member of the team a section. This will ensure that they’re more focused on their section and leaving nothing to chance.
5. Have a Shared Document
Every member of the team needs to be on the same page with everyone else. Hence, have a central document or manual with details on everything touching on the event such as attendee information, floor plan, and vendor contracts. It’s easier to spot anything that’s out of place and everyone in the team can refer if unsure.
6. Have a Backup Plan
Issues are bound to arise in every event. Hence, assess the most vital assets and come up with a backup plan for each.
7. Do Run-Throughs
Two weeks before the date of the event, do a run through of the whole process of the event. Meet up with the whole team and give them a mental picture of everything from the beginning to the end. These meetings are great as they often highlight potential complications. Doing a run through early will allow you time to correct them before the actual event.
8. Do an Immediate Follow-Up
Taking a break after the event is a common pitfall for many event organisers. Yes, the logistics are done but it’s still vital to follow things up with attendees. Especially if attendees have left you feedback. Deal with them as soon as you can.