Event planning is a multi-textured concept. In fact, this is an uneasy job where you have to address many factors together. Event planning is a lot about strategic planning and seamless execution.
However, there are some basics that have to be followed. Ultimately it will offer a sense of direction and objective to your workflow.
In many ways, the operating procedure is often the key to sustained success for any event over a point of time.
Here are some amazing event planning tips for productive event planning and effective execution.
1. Have a Master Plan
The first step is undeniably creating the master plan. Whatever be the event type, you will be proceeding in a set pattern. Some elements have to be addressed first and then something else.
When you put everything on paper, it is just a glance away. You can refer to it anytime you need. Documentation of the entire event has many other advantages.
Everyone concerned can be on the same page once the plan is on paper plus there is a clear understanding of how the event flows.
This also makes it easier to undertake potential changes in a fairly simple way. The scope for confusion is far less here.
2. Manage With Deadline
Deadline is very important. It does not just allow you to work with an objective in mind, but it also helps you to set realistic time targets in mind. The date of the event is set, but there is never any end to planning.
The question is how effectively you can streamline the overall planning. This is where making deadlines help. You can set small targets and finish tasks one after another.
So, instead of trying to complete the entire round of preparation in one go, you tackle them in bits and pieces.
Setting a deadline also makes you conscious about times when you are slacking. This no doubt helps in speeding up processes.
3. Use Checklist
A professional event planner will have a ready list of tasks that they need to keep track of and check on a regular basis.
Be it on the main event day or even before that, a checklist will help you keep a closer track of the various elements.
The checklist also ensures that there are no obvious misses when you are running through the flow of the event.
4. Assign Clear Roles
One of the best ways to ensure productive event planning is an effective delegation of duties.
This ensures that one person does not have to do everything and at the same time, a lot of work gets done at the same time.
But this does not happen on its own, you need a clear assignment of roles and effective executive.
Clarity in communication plays a crucial role in this case, it makes sure that every member of the team has a clear idea of the event flow and how to take it forward.
Often, this is what forms the foundation of a successful event.
5. Regular Progress Review
Just assigning duties is never sufficient. You will also have to make sure that the work is progressing at the same pace as you have envisioned. This is what will bear fruit ultimately.
So remember to assess the progress of the various elements. Whether you are following the master plan or your checklist regularly, you need to have a fair idea of how the various aspects will pan out on event day.
Often, that is the basis of some long-standing and hugely successful event planning thus far.
6. Put Everything on Paper
Keep a diary to take down notes on a daily basis. Put every single detail of your overall event planning on paper.
Whether it is the progress review or the list of task that is unfinished yet, documentation helps in many different ways.
Firstly, it is a ready note that helps you to carefully calibrate your progress. Secondly, it is also an easy way to make sure that nothing is left on chance.
Even small payments or odd jobs that you tend to forget are documented properly in this manner.
7. Talk To The Decision Maker
Clear communication should not be limited to your core team only. It is very important that you extend the favour to everyone you interact.
Be it your vendors, associates or the decision makers; remember to talk clearly and regularly. To prevent a communication breakdown, we need to keep the decision makers updated on the progress of the event preparation and how you plan to go about it.
Let them know if there are any changes that you might be undertaking in the master plan. This will ensure that the event will progress in a smooth and glitch-free manner.
8. Budget Allocation
Now comes one of the biggest challenges of successful event product.
Proper budget allocation plays a crucial role. It is not just for the overall service, but you need proper budgetary allocation for every small element.
That is the only way that you can keep a proper grip on the overall expenses. But make sure you make realistic assumptions based on actual rates.
Otherwise, there is no way of keeping a track on the total expense list in a meaningful way. It can also help you optimize the value of the money spent.
9. Keep the Event Purpose in Mind
Whenever you consider the key factors that can help you in productive event planning, the objective is crucial. This will ensure that the entire flow is cohesive and synced to the core purpose.
The only way you can achieve this is by keeping a clear understanding of the overall purpose of the event in your mind and communicate it with your team.
Do not lose sight of the overall purpose and ensure that every aspect of the event highlights this core concept with utmost clarity and the best possible way.
10. Use Technology To Communicate
By now it must be clear that effective communication and regular interaction is crucial. But if your question is how you can do that, WhatsApp is perhaps one convenient and dependable option to fall back on at any given point.
Create a chat group and add all the relevant people associated with the task. This will ensure that you do not have to inform every person individually.
This will also cut down the relative risk of miscommunication or missing anyone in the order of communication. You can use the WhatsApp group for all types of stock taking and progressive report as well.
For short video group discussion, you can use Zoom, it is free and it can host up to 100 participants but the free version only limited to 40 min per group discussion. Make sure you have a short but effective discussion.
11. Set Expectation
When you approach an event planner and gives them the responsibility to manage the event, it is important to communicate and let them understand what is your expectations in every aspect.
It is never sufficient just by telling them you want a great event. You have to set expectations and let your team fulfil base on the budget that you have allocated for them.
Make sure you set the right and most pertinent type of expectations for best results.
12. Site Visit
Successful event planning needs a lot of legwork. Remote management is ineffective beyond a point. So if you are keen on productive event planning, it is important to visit the site or the venue regularly.
You will get a better idea of the challenges there and how you can work around them. Sometimes, some issues get highlighted only when you visit the site. Issues like event space, sound system and traffic challenges can be properly identified only by visiting the venue often.
This only ensures that the event on the main day can run smoothly and without any bottleneck.
13. Keep Communicating
This is one key tip that can be reiterated in every possible way to ensure that the event pans out properly. Productive event planning is primarily about effective communication.
Communication needs to be comprehensive and focused. More importantly, regularity in communication is important. Keep communicating with every single stakeholder.
This will ensure that the channels of communication remain functional in every possible way. Often this is what ensures that there is more clarity in the way the event is executed and the various aspects implemented in a smooth and hassle-free manner.
14. Rehearse the Event Flow
Think of your event preparations, the rehearsal dinner is almost as important as the main event on D-day. That, in many ways, manifests the importance of rehearsals.
Often they are the foundation of a very successful event. So make sure that you have rehearsed the event flow adequately before D-day arrives.
That will ensure that you can address any potential last-minute glitch comprehensively. Even technical faults at times manifest only during the rehearsals.
In short, a well-rehearsed event is inevitably smooth and glitch-free. The rehearsals also provide the best opportunity for potential improvisation that can enhance the overall quality.
15. Engage an Event Planner
Last but not least, engage with a professional event planner. Experienced event planners have been doing the same thing for years now.
We have a strong network of vendors and service providers and ensure that you get the competitive rate.
More importantly, event planners are better equipped to tackle the various challenges of hosting a mega event. Most company staff may get rather overwhelmed by it.
Moreover, if you are doing it for the first time, the event flow may also be a matter of concern. However, when a professional is handling this, you can have a peace of mind.
These productive event planning tips ensure that there is a systematic progression in the fundamental flow of the events.
There are many aspects of elements that you must keep in mind for proper and a smooth rollout of the event.
If you wish to engage with a professional event planner, call us now for more information, we are pleased to guide you and share more with you on how to plan your event.