Organizing any form of event is not a simple task to be taken lightly. Planning an event can be a stressful process, and can often leave event organisers or an event management business feeling overwhelmed. Event management & planning is not rocket science, but it requires an acute organization and constant attention to detail. This is where professionals as successful event management experts can help ensure that everything goes off without any hitch. This day and age, there are several big to small business event planning companies catering to all requirements for various kinds of events.
Event planning can turn even the most capable person into a ball of nerves. When event planning in Mumbai for a grand or big occasion, it is best considered to hire the best successful event planning companies or a renowned event manager in Mumbai who can handle the task, ensuring a successful turn of events. However, if unsure or taking responsibility for the event management, as an Event Planning Guide, we at Wow Venue have listed the 10 quick tips about Event Management as helpful tips that can make the process go more smoothly and successfully.
1. Start Early
Time is of utmost importance when it comes to planning an event and hence there is no such thing as having too much time to plan an event. Start planning four to five months in advance,for large-scale events. While one to two months is reasonable for smaller events. Try to finalize all major contracts (venue and vendors) a full month before the event date.
2. Confirm Goals and Objectives
Its important to figure out the purpose and to establish a tangible goal and objectives. As to why organize the event and what to expect and hope to achieve
3. Organize a team
Its is always best to handle all the details of any event by a concerted team effort resulting in a successful event. Consider identifying one key Event Manager or Event Chair as well as individual Chairpersons for subcommittees, such as:venue management, speakers, entertainment, publicity, sponsors, volunteer management. Assign each a firm deadline and responsible team member resulting in productivity. Assign portions of the event to each team member. If everyone has ownership of a piece of the puzzle (set-up, registration, catering), details are less likely to slip through the cracks and team members will feel more involved.
4. Set a Date
While the date might already be pre-set for a reoccurring event, however for a new event, be sure to consider enough time for the preparations required, depending on the nature of the event. Also be aware of statutory and religious holidays, check availability with key participants at the events, such as speakers, presenters, VIP guests etc.
5. Negotiate with vendors
Despite what many vendors will tell you, everything is negotiable. Make a list of everything needed, determine the budget and remember that with every event there will be unforeseen costs, so try to negotiate as low a price as you can. Offer to pay 5-10% lower than the figured budget, the vendor may disagree, but ultimately vendors are up against dozens of competitors and will almost always give you a discount to win your business.
6. Remain Flexible
Things are going to change, over the course of planning the event. One need to be prepared and ensure flexibility to meet the changing demands. Be it the change for the timings, location or even the type of event being hosting.
7. Have a Backup Plan
To remain flexible means to always have a back-up plan, a plan B for everything. It is rare that an event is ever pulled off without at least one issue, something will be late, something won’t arrive at all, and something will most certainly go very, very wrong. If the number of issues arise in the future, decide whether an alternative can be found or if it should be cut entirely from the event. Assess the most important assets the event will have, and create a backup plan for each
8. Photograph Everything
An event’s success can be illustrated in the best way through pictures, which paint a thousand words and is an excellent way to demonstrate the success of the event. Hire a professional photographer, who would be more clued in to the kinds of photos that are required. Ensure to create a specific shot list of a shot of the full room, a focus on branding and lots of photos of attendees enjoying themselves.For many clients, if there’s not a picture of it for the recap, it didn’t happen.
9. Make it social
An event is the perfect way to up your social media presence and to harness your client’s social media presence. Create a custom hashtag for the event on all social media platforms and encourage attendees to promote it. Post pictures of the event on the company blog or Facebook page and allow guests to tag themselves on Tweets, Instagram and Facebook posts.
10. Carry out a final check 24 hours before the event
Have a final check of all details a day before the event. Confirm and inform all participants with details of how to get to the venue and all necessary arrangements for the important guests. Check whether
everything is in place, working and rehearse if required to get all things to be done on time. Allocate necessary spaces for banner information, setting up a reception and help-desk. Be sure to print out the event programme, let each member of the team and volunteers have a copy. In addition, give everyone the main contact phone number for communication with one another in the event of an emergency. Ensure on the stock of refreshments and check whether all electronics are working properly as well.