Managing an event can be challenging. It calls for organization skills, creativity, and time and effort. We have put this guide together to help you stay on top of your events planning and make sure that it runs smoothly.
Use Digital Project Management Software
There is no shortage of project management software to help you manage your event digitally. This makes sense for larger events, as you will be receiving a lot of emails during the planning phase and last-minute questions are bound to arise.
Digitally managing your events allows team members to stay on top of what is happening and keep track of their own contributions. Invitees can be added to the system so that they can communicate with the coordinators as necessary if they have queries. It also cuts down on face-to-face meetings, giving everybody more time to handle their tasks.
Determine the Reason for the Event
The first step to a successful event is to be clear about why you are holding it in the first place. What do you hope to accomplish? Write down your objectives and consider whether an event is what you need. Is this the best forum to achieve your goals?
Once you are clear why an event is the ideal way to reach your goals, knowing why you are doing it will help you determine all the little details. These particulars all add to the success of your event provided you stick to the theme and topic of the occasion. Think of your event as a cohesive, organic whole and seek to integrate the different aspects.
Choosing a Venue
Take your time to settle on a venue. Conduct a site visit and never book a venue without having seen it personally to make sure it answers all your needs. For example, does the venue have large enough entrances to transport everything you need, such as stages and equipment?
Check the ablution facilities to ensure that there are enough toilets, that they are regularly serviced and clean, and they are close enough to your meeting hall. You may be able to get portable toilets brought in, provided the venue’s management allows it. But is this really the impression you want to create? It all depends on your audience and the purpose of the event. Employees may not mind outdoor toilets on a team build, but if you are inviting your partners or top clientele, you want to have a classy venue.
Take a checklist with you to the site visit. This way, you won’t forget anything important. Remember to ask all the important questions, such as what time they close their doors and if they do the catering, provide tables and chairs etc., and what you need to handle separately.
Make sure that the venue parking lot is adequate for all your guests plus any other functions that will be taking place at the same time. Invitees will want safe, secure parking that is not too far from the room(s) you’ll be occupying for the session. This frees their minds to focus on the event.
Choose an appropriate setting for the theme that you want. Finding unique event spaces for your function can inspire you if you have not yet settled on a theme. Remember to echo this theme throughout the day.
Lighting
Test the lighting at the venues you are considering. Attendees need adequate lighting if there is material they need to read, notes to be taken, or split group activities. How well is the stage lit? While the lighting must be sufficient for the audience’s needs for all activities, you also don’t want it overly bright. Good lighting is also important for your photographer to do a good job.
Speakers
If you hire speakers, such as a motivational speaker, make sure they know what topic you are covering and have an accurate description of the attendees. This will help them pitch their speech to the audience and avoid being irrelevant.
After the event or speeches, hand out gifts to your speakers. Find out if they are going to be leaving straight after their delivery so that you can thank them immediately afterwards.
Keep the Event Momentum Afterwards
If the event was a business meeting, you will have steps allocated to certain participants and timelines attached to tasks. Send out the ‘To Do’ list within 24 hours. If your event was for customers, send out emails thanking participants and providing a call to action if appropriate. While consumers are still on a high after a great event is the best time to remind them of your products.
By following these steps, you can be sure of an event that runs smoothly.