The best ways to go about your event management planning

Maze Solution Simple Strategy

Planning an event requires a diverse skillset, incorporating everything from organizational to interpersonal to creative skills. The process is complex, and should be approached in a systematic manner as fully as possible. By understanding some concepts of event management planning 101, you’ll be able to plan your event as efficiently as possible.

What Needs to be Done?

There is a lot to take care of before you even start the actual process of planning the specific details of your event. Start out by creating a comprehensive list of all the things that will need to go into your event. The list might include:

  • Venue
  • Seating
  • Catering
  • Security
  • Audiovisual
  • Hiring talent and finding presenters
  • Printing
  • Inviting or notifying attendees
  • Travel & hotel accommodations
  • Awards or gifts
  • Personnel for the event

Once you know what factors need to go into your event, you’ll be able to break them down into more detailed tasks and delegate those tasks as needed. Delegation is an essential part of event planning – micromanaging can be the downfall of an event. Identify people you can rely on, and entrust those people with various aspects of the event.

Identifying Expectations

When you’re planning an event, the very first step is to identify the goals and expected outcomes. Sometimes this means getting input from several people in the organization.

At the same time, you’ll want to take steps to identify what the audience wants/expects to get out of the event. Hopefully, you’ll be able to find points where these desires intersect, allowing you to incorporate both management demands and audience expectation into the proceedings.

Vetting Vendors & Others

As you can see from the above sample checklist, you’re likely to be bringing in many outside sources for your event. One of the most important steps in event management planning 101 is choosing the right sources of catering, entertainment, and so on. First and foremost, whatever you choose should be on point with the message you want to send at the event (remember – everything from the keynote speaker to the menu design says something about the event).

It’s also essential to find resources you can rely on for the various aspects of the event. For example, you’ll want to check out past work or call references to ensure that the provider is capable of bringing the high-quality service you need.

Take Advantage of Technology

Technology facilitates almost all aspects of event management. Mobile apps can help you get RSVP’s for the event, while drumming up interest. Event management software can help you keep all aspects of event management in one place. Social media can also be a useful tool. At the event, QR codes, live online streaming, and other high-tech features can take it to the next level.

When you incorporate these event management planning 101 techniques into your next event, you’ll see results in how smooth the planning goes and by the quality of the event itself.

This post was originally published on the One Smooth Stone blog on January 21, 2014. For a complimentary 30-minute consultation on how to build your brand and inspire an audience through events and communications, please contact Brian Duffy by calling 630.427.4235 or by emailing bduffy@onesmoothstone.com

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