Top 5 Tips for Planning an Event
By Nora Cumming
Planning an event can be a stressful and overwhelming experience. Here are our top five tips to manage that stress and ensure a successful event:
- Clearly define your event goals – Identifying and articulating the goal of an event is a critical step in planning. Unfortunately this is often over-looked or assumptions are made that the purpose is clear, when it is not. The event goal will not only determine the type of event, but it will also guide the decision-making around all aspects of that event. Sharing the goal or purpose of the event with the planning team as well as with the venue, sponsors, speakers, and suppliers will ensure that everyone is working to achieve the same successful outcome.
- Develop an event plan and stick to it – The event plan outlines the tasks that need to be completed up to and including event day, along with the timing and responsibilities for each task. All members of the event team should be provided with a copy of the event plan, and each planning meeting should start with a check in on progress according to the plan.
- Be flexible – If there is one common thread with all events, it is that plans change. It is important to be flexible and prepared to accommodate changes to schedules, venues, menus, transportation, speakers, etc. There is always a “work around”, so stay calm and work out a “Plan B”.
- Build relationships – An event planner’s most valued resources are the suppliers and industry peers that help bring an event to life. Develop good working relationships with key suppliers such as an audio visual company and speaker’s bureau. When engaged as members of the event team, these suppliers will put their best efforts forward to your benefit, often going above and beyond, offering special discounts or opportunities. Your success becomes their success.
- Hire a professional – Even a basic team-building retreat or lunchtime workshop can become a headache to organize when you don’t manage events on a daily basis. Save yourself time and money, save your talents for their best purpose, and engage the services of a professional event coordinator.
Looking for more HR advice? Sign up for our HR In-Brief newsletter updates!