Event planning can be stressful and leave event organizers feeling overwhelmed. The top 10 tips to Successful event management can help you master the fine art.
1. Start Early
Start planning as soon you can. You should start planning your large event four to six month in advance. Planned events of less than one month in size require at least a month. In order to keep the final weeks of the event running smoothly, make sure that all vendor agreements are complete a few week before the event.
2. Remain Flexible
During the planning of the event, there will be changes. You need to be flexible in order to meet changing needs, whether it’s the event time, location or type.
3. Negotiate
Everything is negotiable, despite what some vendors may tell you. Negotiate as low as possible. Unexpected costs will always arise with any event. Decide on your budget prior to meeting with a vendor and offer a price that is 5-10% less than the figure. The vendor will fight for your business, and they may even put up a good fight.
4. Assign Responsibilities
Divide the different elements of your event into sections. Assign each team member a section (registration, catering, transportation). They will be more aware of small details as they are responsible for only their section.
5. Create a Shared Document
Cloud computing offers many advantages, including the ability to collaborate with your team. Create a central document or manual that contains all the information about the event. This includes vendor contracts, attendees’ details, and floor plans. A shared document allows everyone to refer back to it when they’re unsure and can help your team spot any mistakes. This can be done with our CMI event management course.
6. You Should Always Have A Backup Plan
Rarely is an event pulled off without a hitch. An item might not arrive or an important guest may be late. Create a backup plan to cover the most critical assets of your event. Triage future issues and decide if there is a solution or if the issue should be removed from the event.
7. Do a Run-Through
Do a mental run-through of the entire event two weeks prior to the event. Organise a team meeting and go through the entire event process, from the initial setup to the following up. These meetings are a great way to identify any problems and correct them. Organise a second run-through at the venue a few days before the event.
8. Photograph All
Photos can say a thousand things, and sharing positive images online is a great way to show the success of an event. You can hire a professional to take photos for you. They will know what you need and ask you specific questions. You should ask for several shots so that you can cover all the bases. For example, a photo of the entire room, photos of branding and many photos of participants having fun.
9. Get Online
A social media event is a great way to boost your presence. Create a hashtag that is unique for your event and encourage your Twitter followers to tweet it. Create an event on Facebook and encourage your friends to tag it in posts. Upload photos after the event and encourage people to tag themselves.
10. Follow-up Immediately.
Many event organisers make the mistake of taking a rest after the event. It is crucial to follow up on attendees via email or social media to show the success of your event, especially if you used event hire in Rotorua to enhance the experience.
This CMI Events Management Course will provide you with a thorough understanding of Events Management. It is aimed at those in the hospitality, entertainment, and leisure sectors, as well as those who want to be experts in this area of business. This course will help you implement our top 10 tips to ensure your success as an event manager.
