Planning an event is never easy. It involves getting plenty of things right and to the point. Most event organizers find the job stressful and often feel overwhelmed by its intensity and enormity. A lot of planning goes into making an event successful and when the goal is to make it memorable, the effort can multiply easily. However, great results are also inevitable if you execute your event plans well and consider all things in detail. So, rather than feeling worried about the looming event, you must rather look to amp up the preparation so that the goal is achieved, and the client is delivered with success.
First, you must start early when the event is big in nature, at least four to six months in advance for a large event and at least one month for smaller events. It’s also essential to complete all vendor contracts a few weeks prior to the event. Similarly, you must stay flexible during the planning stage of the event as certain changes are unavoidable and you must be ready for that. It’s always a good thing to be ready to face any immediate changes to the schedule, time, location or scale of the event. This will save you disappointment and you can thus prepare well for the event.
Further, you must figure out the budget and do a cost analysis in advance so that your negotiations with the vendor go on expected lines. There will unexpected costs and once you know the budget before, you can negotiate with the vendor, offer to pay at least 5-10% lower than the quoted prices to save money for exigencies. More importantly, you must look to assign responsibilities to the team members by breaking the event into different sections to ensure things move ahead smoothly. You must also make each team responsible for acts and activities falling in their sections.
If possible, you should create a central document detailing every activity and give access to every member on the team. Coordination between the team can becomes easier when all the key details regarding the event, including vendor contracts, floor plan, attended details, are listed in the document. To avoid needless hassles in the meantime, you must create a back-up plan for key aspects of the event. This will save you inconvenience that last-minute glitches often cause. Once everything is planned and arranged, you should do a run through of the entire process a week or two before the big day to be sure of things moving in without any issues.
More so, it’s always a good idea to capture key things and details of the event in the picture, and yes, you can also share those picks online to showcase to the world your ability to host a great event. You must hire only a professional photographer so that the best possible shots are taken, encompassing major aspects easily like the snap of the room full of guests, shots of the lights and dining and arrangements etc. This is how you can do branding of the event which in turn will help you win more clients.
Lastly, you must look to leverage the power of social media to take your event to thousands of people with virtually no cost. You can create a hashtag for your event on Facebook and Twitter to increase participation. You can seek comments and conversations and then you can upload event photos to give a clear picture of the things done by you there. All this will make your event stand out and become as memorable and effective as you have planned it to be in the first place.