Top Hacks For Event Planning Disaster

Professional Planning Of Corporate Events

The planning of an event is very time consuming, and therefore one should begin on time with it. In this 21^st century, there are many online event booking systems are available; you may use them for your venue booking and other essential needs of an event, including suggestions.  Here are top hacks for event planning disasters that are important for sound event planning:

1. Definition Of The Event Goals

The first step you need to do is to set a specific event goal. You may ask yourself a question: why do you want to hold this event, and what do you want to achieve with it?

A professional event management firms knows how important it is to have a competent team during the planning process. With this in mind, it is a tact to select the right people from the beginning of the event planning. Below, we show a series of tips that you should consider when managing and leading a team in organizing an event.

2. Put Together An Event Team

After that, you should put together an event team. It is important to have a responsible event manager and those responsible for certain event building blocks, such as:

• Event location (you can find sample locations for Hamburg under the link)
• Transport, accommodation
• Speakers, moderators
• Accommodation, hotel, catering, etc.
• Entertainment
• Team-building or other activities
• Advertising

The composition of the event team may change in the course of the preparatory planning – it requires additional skills. A team must work together to achieve certain goals. We have compiled a list of these hacks which matter as far as team coordination is concerned. These are given below:

• Involve the team with the brand
• Develop a list of tasks and an event schedule
• Set clear expectations
• Communicate the vision and purpose of the team
• Define team roles
• Empower team members
• Develop personal relationships
• Schedule regular meetings
• Use online project management and sharing tools
• Maintain optimism
• Be flexible
• Take care of the equipment

3. Set The Date

For a recurring event, the date may already be set. In case it is a new event; please consider the following points:

• Take your time! Planning normally, a big event may take up to 4-6 months; depending on the type of event.
• You should know important dates of governmental and religious holidays – keep these dates in mind.
• Avoid school holidays.
• Compare the date with the availability of “VIP guests”, such as management, speakers, etc.

4. “Brand” Your Event

Decide in good time for a topic that sets you apart from your competitors. Come up with an overarching topic and think carefully about the event name. I should be something that attracts attention, especially in online media. Do a “name brainstorming” – Remember the following:

• How does your event differ from other events in your industry or comparable previous events?
• What is the message of your event?
• Give a brief summary: A concise slogan that describes the event correctly
• Develop a logo: The last step is to develop a logo that reflects the event.

P.S: The logo is an effective “branding tool” with a high recognition value on all advertising materials, e.g., T-shirts, water bottles, bags, flags, and other advertising media.

5. Create A Master Plan:

This plan should cover all aspects of the event, including:

• The venue, logistics, catering, accommodation (contracts, permits, insurance, etc.)
• Speakers, moderators
• Management of the various suppliers and partners, such as AV companies
• Activities such as team building
• Framework programs such as entertainment
• Advertising / Promotion (online & offline, e.g., website & online promotion; event calendar; printed programs; media relations; signage; social media, etc.)
• Participant registration (online sign-up, payment; on-site registration, etc.)
• Sponsors / partners.

6. Define The Planning Process

Make sure you keep track of the planning process, participant registration, budget, list of guests and speakers. It is better to use event management software. You should try one, and it makes your work faster and easy; also, it helps to organize all relevant information.

7. Research Opportunities For Partnership And Sponsorship

Is collaboration feasible with organizations and sponsors who cover much of your expenses and also coordinates in the event management? If it is possible and makes sense, include external people or groups in your event.

• Sponsors can be domestic or local companies that take on promotional items.
• Work with public bodies that can provide event locations and proper coordination systematically.

8. Create An Advertising Plan

Even with the best speaker or the most professional entertainment, you need advertising to attract potential participants. Event promotion begins with the first notification, e.g., on your website, on the internet, email newsletter, and social media. Additional advertising includes online and offline publicity, media relations, and follow-up campaigns to ensure registration and participation. Don’t forget the thank you notes after the event ends and thank the sponsors if necessary.

9. Draw Up A Budget

You must consider the proper budgeting; it is one of the essential building blocks of event management. Don’t forget to add travel and accommodation costs and other expenses for speakers, moderators, etc.

Briefings are one of the most underestimated building blocks of event planning. They save not only time and nerves, but also money. When everyone knows your goal and what do you want to achieve, the event will be more targeted, effective, and ultimately cheaper. The briefing is an important guide for everyone involved. This is how it ensures that your budget is used effectively.

10. Determine The Evaluation Process

How do you know if your event was a success? Do you measure success by the number of participants?

If you have set specific goals, you have to determine how you will check whether you have achieved them.

For example, if your event goal is media reporting, you have to do benchmarking. You can also circulate the media data (qualitative and quantitative) in the online and offline media, always based on the event goals.

11. Resolve Conflicts

Members of the team organizing the event may not always agree with the points and discussion. The responsibility of the team leader is to act as a mediator and resolve conflicts that may arise. If other members of the executive staff have experience with mediation, it is also good to include them when there is a problem. Above all, it is necessary to be willing to make executive decisions so that everyone can move forward and focus on the real task at hand. This combines to make up a proper organization of the event.

12. Develop Personal Relationships

As the team leader knows the different members personally, they would assess that they can work well individually and together. These personal relationships also help to understand exactly what are the strengths and weaknesses of each member. It allows you to get the most out of the team and organize a successful event without problems.

Conclusion

On the event day, and depending on the duration of the event, it will be necessary to schedule breaks for the staff. Meals are important too, as the team has to regain strength. If possible, it is good to arrange a break room or staff office. The team can have snacks, bottled water, coffees, and rest for a few minutes in the staff office.

Whether you are planning to organize a modest or a large event, these tips will help you. You can successfully manage the team and contribute to its success.