Event planning can be a huge endeavor, no matter how small or large the event may be. At times, it can seem overwhelming with more things to do than there are hours in the day to tackle them. Never fear - with a few tips and tricks to keep in mind, you’ll be able to plan and execute a successful event without the stress that you may have experienced in the past or are even worried about now!
With a few tried and true strategies that have aided in countless event executions, you’ll be on your way in no time. The following tips will help to guide you through your event planning process:
As in, today! The more time you can give yourself to start planning for your event, the easier it will be in the long run. There are always tasks that can be done far in advance such as pulling permits, getting Certificates of Insurance, and booking staff and vendors.
You can also start creating some of your organizational documents such as a run of show, staff or travel grid, and a project timeline. The project timeline is something that will help to keep you on track from beginning to the very end. Setting realistic deadlines for certain tasks or projects to be completed will alleviate any rushes or scrambles later. It also provides you with a cushion for any mistakes or accidents that may occur and need to be fixed or replaced.
The earlier you can have some items confirmed, the less you will need to worry about later. Spreading planning out over a longer period of time will allow you to keep a steady, productive, and efficient pace. Remember, there is always something to do!
You’ve probably heard that communication is key, but it really is! Making sure that everyone on your team is provided with all of the information they need will ensure that you’re setting them up to succeed. Providing updates or changes in real time can assist in keeping your team members abreast of the latest developments.
It can sometimes feel like it’s best to keep information to yourself, but being the gatekeeper doesn’t do anyone any good, including yourself. Leaving space for guesswork or assumptions can cause planning to get off track or for team members to work toward the wrong goals. It is best to err on the side of communicating too much than too little
You should feel confident enough in your team’s knowledge and understanding of the event that you could walk away and it would still happen according to plan. Communication is truly your best friend for you and your team.
As you move forward with your planning, you will undoubtedly come across issues or problems to solve - that’s ok and is to be expected. The best strategy is to identify these pain points and attack them head on. Avoiding or skirting around issues will only compound their severity over time, causing you to be faced with an even larger mountain to climb.
The most important thing to keep at mind during these times is that there is always a solution. Always! Even if your first, fifth, or tenth attempt didn’t work, any problem can be solved. Be sure to involve any appropriate team members to strategize and brainstorm alternate solutions and paths to continue moving forward. Your team members can offer valuable insights and varying perspectives and can assist in finding a better or quicker solution than one you may have thought of on your own.
Don’t let any bumps in the road deter you or let you get off track from your other goals. Make them a priority to solve and then continue to move on. You’ve got this!
Once you’ve reached the day of the event and everything is running smoothly, be sure to take a moment to appreciate all of your hard work and achievements. Congratulations, you made it! Now, on to the next event.