The popular saying “Nobody is perfect” applies to almost everything in life — including events! There always seems to be something going wrong, and even veteran event planners can get quite stressed over these problems. So even though no event can be truly, 100 percent perfect, there are things you can do to ensure that things go as smoothly as possible. Here are some tips to help you plan and manage no matter what type of event it may be.
Create a Budget Plan and Stick to It
Be as detailed as possible to make sure that you know where every cent of your money goes. This is especially important when you’re working with a smaller budget, since there’s little to no wiggle room. Also, make sure to set aside an amount for on-site expenses and set-up an incidentals and emergency fund. These expenses could come in the form of service tips, extra office supplies or more meals for the staff and guests. Allocating a budget for these kinds of things is definitely better; scrambling for funds will not only cause more stress but mess up your accounting as well.
However, your budget shouldn’t be all about expenses. You should also itemize income opportunities, such as on-site ticket sales and registration fees, sponsorships, and donations.
Have a Crowd Management Plan
This is essential for bigger events, like concerts or international conferences and conventions, to ensure safety as well as a more organized traffic flow.There are many simple crowd management tools you can use, like customized and color-coded silicone wristbands; you can assign each color to a certain kind of attendee, such as VIP guests and general admission ticket holders. You can also give a different color of wristbands to your security personnel and organizing committee so that people would know who to approach in case they have questions or concerns. Items like wristbands can also double as event souvenirs, so you might want to consider them if you want something effective and affordable.
Make Sure There is Enough Parking Space
This is another essential for big events. If the venue does not have an on-site parking lot, then the parking space you choose should either be not be too far away from the location of the event, or should have easy access to transportation options like the bus or train.
You should also remember to inform your suppliers about the unloading area of the venue, especially if they’re bringing large pieces of equipment and furniture. These include things like the sound system equipment, tables and chairs of your caterers, and booth set-up materials.
Collect Data
You don’t have to be too technical about it, but you can certainly approach this in a scientific way. The point of the matter is that with the help of data, you can make informed, confident decisions because you have the numbers to support your choices. You can also adjust your marketing strategies in order to make the next event more successful. Having access to robust data also gives you some leverage to use for negotiating with clients and partners.
Evaluate Your Event
This is one of the most important facets of event planning and management that many people forget. Your event may have gone smoothly and you think everything is a-ok on your end, but remember that audiences experience things differently from the organizers. The feedback from participants — which is also a form of data — will help you make better decisions for the next event.
The most common way to ask for feedback is to conduct on-site surveys or send post-event email messages no later than 24 hours after. Keep it short and sweet so as not to turn people off from answering. You may also offer incentives, like gifts from your partners and sponsors, to make people more willing to accomplish the surveys.
Remember: when things go wrong, just keep calm and carry on! Hopefully, these tips will help you keep things on track and make your event a successful one.
