The success of any event often depends on the quality of the planning and the time devoted to planning.
Organizing any event can be immensely uneasy. The stress can even leave the organizers overwhelmed.
Often the only way to deal with this is by creating a meticulous plan and then sticking to every detail. In this way, you can cut down the scope of mistakes and possible misses to a large extent.
But the question is how to get started in event planning?
Well, we made the task a lot simpler for you by creating this quick event planning guide on how to manage an event.
1. Write It Down: Put Everything on Paper
First things first, it is imperative to jot down on paper. Sit down with your team and make a list of all the elements that you need to look into.
Sometimes these can be very basic and start from what theme to choose and even finalize the team members.
Next, it is primary to list out all the elements that you must discuss and address. Once you write it down on paper, it becomes crystal clear. If required, circulate copies of the rough list and then the final one.
Remember the stress is on how clear your entire team is on the various elements that you need to address. With everything on paper, it becomes that much simple to keep a tab on them.
The key to a great event plan is effective brainstorming. It does not matter, how often you sit and discuss with your team but discussion and ideation are crucial.
Make a list of all the details like what all you need to remain prepared with, the venue where the event will be organised and finalizing the guest list.
There are two advantages to brainstorming. Firstly, more ideas are generated and secondly, when you think out loud, it helps in plugging loopholes.
When a single person is handling something, the chances of a potential miss are much higher. But when you sit with the team and brainstorm, it is a lot more controlled.
If you are wondering how to start a corporate event planning, find out this article on ==> How to Plan A Successful Company Annual Dinner
3. Keep Communicating
Communication is a crucial catalyst for success. As an event planner, this has to be your primary forte.
By communication, it is not just sufficient to talk with your team. You have to address communication issues in multiple meeting. You have to communicate with your team, your clients and also the guests.
That apart, you will be getting services from million other people like the caterers, the decorators, the venue officials and a lot of others. It is crucial to keep the channels of communication open at all ends.
Constant communication does not just help in information dissemination; it also helps in ironing out niggling issues that may have been ignored thus far.
4. Never Leave Things to Chance
The difference between a great event planning and a mediocre one is the ability to apprehend and being prepared.
How often do you leave elements of your planning to chance? For example, if you are planning to host an outdoor event, do you just assume it is not going to rain and hope and pray for the same?
What if it does and all your effort is ruined? The better option is to check the weather forecast, look for a backup plan and also put precautionary rain cover if required. This will make sure that your event is a success under all scenarios.
Moreover, with a back-up or alternate plan in place, you will be a lot less stressed and savour the accolades that come your way.
5. Select a Theme
One of the primary elements that you must get started with is deciding the theme.
Remember that the theme connects with every event element and often ties all the other aspects together.
The choice of a theme will help you determine the venue, the decor, the food, the costumes if any and the gift items or stationary if any.
Deciding on a theme is a long-drawn-out process. You have to look at a variety of elements like the purpose of the event, the guest profile, the time of the year and also all the events that are being held at a given time.
Sometimes even the date of the event can be tied to the theme. Remember it is important to stand out, but you must also stay true to the primary objective. Find out this article on 45 Amazing Event Theme Ideas for your company dinner or party event.
6. Always Have Event Decoration
It is important to have some decorations for every event that you held. Having a nice decoration will accentuate the event theme and impress your visitors. How we make people feel will be remembered forever.
Some companies choose not to invest money in the event decorate due to their tight budget.
Actually, event decoration can be very simple. If you have a small budget, you still can decorate your event with backdrop, balloons or festoons, those items will not cause you a lot of money, but it will definitely leave a good impression to your visitors.
Managing your money well or effective budgeting is what will help you to keep costs under control and also maintain your budget properly.
As you begin to draw the third or fourth list ahead of the events, the budgets for most are locked. Now is the time to manage the cost carefully. Put a cost against each head and make sure that you stick to it.
Moreover, this is your time to scale up or scale down in any of the expenses required. For example, if you feel you are overshooting the budget in decor, cut down some of the elements and use the resources wherever you need it, maybe food or creating stationary for the guests.
8. Only Engage with Professional Service Providers
Organizing a big event is a high budget and a challenging task. But it is crucial to understand how you are managing this. The balance between quality and quantity is crucial.
There are many ways you can achieve it. One of the simplest is to engage with a professional event company.
So, do you have professional service providers? The advantage with them is they can handle any crisis professionally and can even come up with alternatives.
Their long years in the business have made them competent and creative. In times of a crisis, they are always dependable. You can have peace of mind throughout the event.
9. Go Details
The devil is always in the details. As a master event planner, never leave any element of your planning with a general check.
Go through the smallest detail of every element. That is the only way you work towards removing annoying issues and potential spoilers.
Also, as you proceed through the planning phase, create a ready list of your go-to details. So at any given point you know, these are the five most important elements that you have to pay attention to or these are the ten most important people that you must keep communicating with.
The go details can refer to just about any element of your event. The challenge is to create a master list and staying in sync with it at all times.
10. Book Everything in Advance
Another common issue is finalizing the bookings. For example, you have decided on the venue, the florist, the caterer and a host of other service providers. But have you booked them?
If you leave this booking bit to the last, chances are they may have either committed to someone else or are not adequately prepared for your event.
Remember booking is committing cash against a promise to deliver. For most service providers, this is the only way they seal a negotiation.
Without formalizing the booking process, the dealings are as porous as they were before you decided on something.
In case of venue, there is also the risk of losing it if you do not book in advance.
11. Have a Masterplan
Once you have all the basic necessities in place and arrangements done, it is now time to come up with your master plan.
This is a crucial plan that provides for every small and big concern and also lists out possible solutions.
A master plan is invariably one of the most important documentation of a successful event. Any event can be a success if it is backed by a master plan.
The master plan helps you stay on top of every element of the event and also provide for possible additions along the way. Everything that you plan to do must find a way to this list.
12. Site Visit
Let us say you have booked your venue but does it absolve you of all your responsibilities? No, not at all!
It is just the beginning. For a successful and well-planned event, site visits are extremely important. Only when you personally visit the site, you can gauge the problems there and figure out solutions.
Moreover, every site may change with time. You may remember a specific site in a certain way, however with time the requirements change, and often new challenges raise their head.
Only a thorough and regular site visit can help you familiar with the places and able to foresee the issues before you finalizing the place.
13. Testing Everything Out
Dealing with an event, it is extremely important to leave nothing to chances and that is applicable to every system you use through the event.
For example, you execute a beautifully themed event, perfect planning, great guest turnout but the air conditioners in the hall is just not working.
People are hot, sweaty and uncomfortable. Can you be done by simply blaming the venue officials?
Of course, not! It is very important that either you or your core team members check the air conditioner, the lighting systems, the speakers, the sound output and the audio-visual units number of times before the show.
14. Research and Survey
Research is a crucial factor in any type of initiative. Whether you are planning to work out a stunning theme or standout elements within a theme, research is what gives wings to your creativity.
Research alone can provide adequate support to help you come out with flying colours. It provides you with a depth of understanding and also opens up multiple avenues that you can explore.
You can even undertake surveys to aid research. This is of course if you have the required time to do the same. Remember a proper survey can go a long way in helping you gauge the popular sentiment.
15. Weather Forecast When Selecting the Day
Leave no aspect of your event planning to chance. The weather forecast for the day you decide on is very important. Just by shifting the venue in case of a rain forecast you cannot guarantee a great turnout.
In case there are chances of storm and rain, explore other possible dates that you can hold the event. If the date cannot be changed then make sure you provide for additional transport.
The forecast of the day often gives you broad hints about the contingency plan that you need to be prepared with. This is what will give an edge to your event planning.
Find these weather forecast websites as below:
1) Jambatan Meteorological Malaysia, this is a Malaysia Government official weather forecast website. It shows coming 7 days weather forecast of selected town in Malaysia ==> www.met.gov.my/forecast/weather/town
2) Accuweather.com – This website allows you to check the coming 90 days weather forecast of selected town in Malaysia ==> www.accuweather.com/en/my/malaysia-weather
16. Always be Precise
Precision in event planning is essential. The approximation may be good, but it cannot help if you want to execute a well-planned event.
You have to be very precise from the number of attendance required for the plates of food. Additional supply will cause you more money and have less than required tarnishes your image.
You also have to be precise in terms of planning and execution. Give a precise time when the event starts and ends. In this way, you can guarantee a more cooperative response from the associated service providers and helping staff. The guests too value precision. It signals them that they are not being taken for granted.
17. Start the Preparation Earlier
A well-planned out event can take anywhere from 1 year to 1 month depending on its nature. The fundamental fact here is that the earlier you start, the better it is.
When you start early, you are not burdened by deadline and time constraint. You can explore a lot more options, make precise budgets and create meaningful targets and an achievable deadline.
When you have more time to work, the final output is always a lot better than you expect. So it is always advisable to start planning for your event earlier. In this way, you can guarantee better success.
18. Prepare An Event Checklist
Lists and checklists are crucial in a well-planned event. Divide the whole event into multiple sub-groups like Food, decor, drinks, entertainment, sound, light, etc.
Now create a checklist for each of them. In this way, you can make sure that you do not miss out on any aspect of your overall event planning. These checklists also introduce better precision in the overall event execution. You can find this useful event checklist here ==> The Event Checklist Used By Top Event Planners
19. Schedule the Tasklist with Deadline
Now the next step is creating an individual task list and does not keep these open-ended.
For example, you assign an assistant with a task, also mention by when you need it completed. It serves two primary purposes.
Firstly, there is clear communication and no room for any type of ambiguity. The person is clear about what they are supposed to do and by when they must finish it.
Also, once you put a deadline for a job, the urgency of it is well borne out. Moreover, in this way, you make sure that absolutely nothing is left for the last moment and you can proceed with your responsibilities in a steady and calm manner.
20. Have a Backup Plan
However precise your planning might be, never underestimate the role of back-ups.
From natural uncertainties to machine-related failure, there may be a long list of problems that may spoil your show on that day. The only way to deal with them is by creating a backup plan.
Try and work with venues with more than one auditorium or conference hall so that you can shift location in a short notice. Also for audio-visual aids make sure that you always have a back-up in place.
Most importantly, you must have an effective and easy to execute plan B in place at all times. This will help you weather potential failure with a smile and let you come out of a crisis with flying colours.
21. Be Flexible with Changes
Adaptability is one of the greatest attributes of a great event organizer. The final plan that you execute may have undergone a series of changes, but there is no rule that tells you cannot.
Remember that you have to be extremely flexible. You may have ten super ideas in your mind but when you realize that they may not be easy to execute, be quick in changing them.
You have to be flexible, fast and adaptable. That alone will make sure that you are able to see the need of the time and change as per that.
22. Delegate Responsibilities
One of the biggest traits of a great leader is how well can you delegate responsibilities. As a master event planner, it is never important to do everything yourself but make sure everything is done.
Make a list of responsibilities like looking after the transportation, the hall facilities, the food, registering guests, serving snacks and drinks to them, helping them with their seats and the like.
Now delegate each responsibility to a different team member. Carefully explain the individual responsibilities to make sure that there is no overlap or confusion about who does what.
The clarity in communication is crucial and clear delegation is a necessity.
23. Ask for Opinion
To select the most suitable venue and services, it is impossible for us to test all the venues or services one by one. It is important that you seek a third person’s perspective on a variety of issues.
Talk to your friends whether anyone has used the venue before, discuss all other elements with your team and the client too. Their opinion can go a long way in determining the final shape of the event.
24. Have a Memorable Door Gifts
Events come and go, what people actually remember is the experience that they had. Therefore, your fundamental purpose has to concentrate on creating an unforgettable experience for the guests.
They must walk out feeling overwhelmed and happy about how special you made them feel. In this context, it is important to create a memorable door gift.
In many ways. That is one of the most tangible memories of a great event. Get creative and come up with an idea that has a wow factor. It may not be very expensive but it should make an impact.
25. Be Clear on Your Event Purpose
You may be very effective in creating a fantastic event with lots of special effects, celebrity guest and great food. But take a minute and think, does it satisfy the true purpose or objective of the event?
In this context, it is extremely important to keep this factor in mind at all times. You have to plan everything around the key purpose of the event.
The very objective or the purpose of the event cannot take a backseat. The planning and theme and every bit of the event need to hero this key purpose or the reason that you are organizing the event.
26. Keep an Attendance List
As you keep getting confirmation from guests, it is important to maintain a list of all the attendants.
Keep it handy and refer to it every now and then. If ten minutes into the show, you realize that a few important guests are still not turning up, refer to this list and get one of your colleague to start giving them reminder calls.
On the face of it, you may know people by their face and number, but this list rules out the possibilities of a potential miss. It sure gives you an edge over other event professionals.
27. Send Reminder to Attendances
The guests have confirmed their presence, but you want to make sure that they turn up on the right day. For this reason, it becomes necessary to keep sending reminders to the attendants.
In that way, the event will stay on top of mind and minimizes the chances of either forgetting them or missing out on them.
However, be careful about placing the reminders interestingly. In that way, they will not come across as an irritant, and the participants will rather cherish the reminders that you send them.
Creativity, therefore, helps at every time. You just have to be sure about how well you can use it.
28. Ensure Enough Rubbish Bins
The success of a mega event is often gauged by the attention the organizers pay to the smallest details.
In this context, let us highlight the role of rubbish bins. Optically you don’t see their needs, but every time a guest wants to dispose of the paper cup they were drinking from, or the hand tissue they used, the absence of rubbish bin gets highlighted.
Place these carefully because you do not want to spoil the decor but make sure there are adequate bins around.
29. WhatsApp with Location Share
The success of an event is best measured by how the guests feel. Personally Whatsapp the venue location to every guest.
This does not just show that you care but also makes sure that there are no delays due to guests reaching the wrong location or unable to find the address they are supposed to reach.
The WhatsApp location address is a beautiful way to use technology to your advantage.
30. Earlier Arrival on That Day
The D-day has arrived. All your preparations are done but does it mean you can relax. Until the event rolls out, you have to remain on top of your game.
So make sure that you arrive at the venue at least a few hours before the event starts. In this way, you can check all the systems, follow up better with the service providers and take on the spot decision to address a crisis if any.
This will also ensure that you are able to assess the ground realities a lot more effectively. That means you are well prepared to undertake course correction if required.
31. Take a Lot of Photos
A picture is worth a million words. It can often bear testimony of your brilliance and success way more powerfully than any verbal recognition.
So after the event, the best way to showcase the event is by posting a series of pictures. The best way to ensure that is by hiring a professional photographer and explaining every single element to them.
Make sure each moment is captured in multiple shots to be sure. If you do not have the budget, then assign this responsibility to one of your core team members. They will ensure every moment is captured.
In the End
Therefore, event planning is a lot about precision married to flexibility. You have to start early and maintain the momentum until the end.
Minute planning, flawless execution and quick thinking are the most famous trio that helps in great event planning.
The hallmark of excellence is not in how unique your concept is but instead in how flawlessly you can execute.
This is why this is best managed by professionals company like us. So, if you have an event coming up, simply contact us. We will make an offer that you cannot refuse and organize an event that your guests can never forget.