Event planning can be overwhelming. Obviously, you want your next event to be successful, but often due to the fact that so many things need to be organised, structured and there are so many suppliers, and people to manage, things get lost.
Usually the most important things.
A good event planner is a focused one, and it’s important that the outcomes you were seeking when the event was originally agreed to, are still at the forefront of your thinking. Don’t let distractions and details get in the way of a good event. Remember:
What Do Your Attendees Want?
There is a reason you are getting prospects or clients along to this event. At some stage, you or a member of your business decided that they would receive a specific benefit through attendance, and it would benefit your business in a certain way. Remember what that benefit was, and make sure it is being served by the actions you take. If changing something will impact directly upon that benefit, consider whether it would be worthwhile.
Event Planning is Project Management
Event planning is about creating an event, but also about making sure that event runs smoothly. Too often, event managers become seduced by the next great initiative, plan or product that will make the event, “even better.” The best result in any event planner can hope for is a well structured, predictable event that meets all business goals, and from which attendees leave impressed. New initiatives introduce complexities that, instead of making the event better, can make it difficult to manage and take away from the final result.
Take Nothing for Granted
We’ve spoken about the importance of communication before, but it’s worth mentioning again. Making sure your suppliers and other team members, including event staff, have a detailed understanding of expectations, timings (timings are crucial) and performance standards is the magical glue that keeps a good event together.
Don’t take for granted that something is, “common sense,” or that a team member will understand what they need to do. Everyone has the best of intentions, and it’s your job to make sure that those intentions are combined with clear instruction, scheduling and support. External suppliers need to know where the lines of communication are – who do they speak to when they arrive? Internal employees need to understand where the boundaries of their responsibilities lie, and how they can best fulfil their role.
If you’re on the ball, and make sure things are well structured, event planning will be a breeze.