Site icon Coco & Creme

Top Hacks For Event Planning Disaster

Steffy alen
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 21st 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:

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:

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:

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:

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:

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.

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.

Exit mobile version