Whether large or small, every event is different and requires a unique approach. If you want to be a great Event Manager, you need to be as flexible as you are organised. Flexibility allows you to change and adapt as required to make the event the best it can be.
Here are some of my top tips for better event management,
Decide your event’s purpose and goals
It’s important to ask yourself, why are you hosting this event in the first place? What’s the purpose of the event? What am I wanting to achieve? In some cases, this may be obvious, i.e.: family birthday, staff Christmas lunch but other times it may not be and will need thinking about.
Set a budget
Pay close attention to your budget and break it down so that you know what you can spend on every element of the event, such as catering, entertainment, decorations. Allow for a contingency – emergencies can crop up and it is good to have some money available should something arise.
Also, do not assume you cannot achieve anything with a small budget, it’s amazing what you can achieve with creativity and negotiation!
Start planning as early as possible
The sooner you can confirm the details of the event the better. An event can involve many moving parts, so by planning early you will get more options for the different elements, such as venues, entertainment, caterers, etc. and be able to take advantage of any special offers available.
Identify your target audience
Defining and understanding your audience is a key factor for a successful event. Try to gather as much information as possible about your target audience, and what would motivate them to attend your event.
Have a comprehensive event plan
This should be a comprehensive document that outlines everything related to the event from objectives to the logistics. Include deadlines, notes and any other key information such as risk assessments. This document will help you to work through all the elements for your event, tick them off as they are completed and ensure deadlines are met. Do not underestimate the importance of an event plan as this helps enormously with juggling the different elements of the event.
Choose your event space carefully
The right venue is key to delivering a great event, if it’s a corporate event, then size and location are key, if it’s a more personal event, then ambience may be more important. Make a list of potential venues that meet your requirements, arrange to view them and check details such as preferred list of vendors, policies on decorations, alcohol etc.
Have a contingency plan
Your contingency plan should cover any potential issues that could derail your event. Some things, such a,s having umbrellas available for an outdoor event in case of rain, can be planned ahead but other things, like suppliers being delayed, are out of your control requiring you to think on your feet.
Advertising and Marketing
It is important to consider how you are going to market your event. You may, depending on the event, wish to set up “save the date” campaigns to generate a buzz for your event, offer “early bird” tickets to build awareness, announce keynote speakers to generate interest or just send a personal invitation. Whatever way you choose to do it, you should design your advertising and marketing plan based on the behaviour of your target audience: how do they learn about new events, their online behaviour and so on.
Event planning can be challenging but I hope you will find my tips helpful when planning your next event.
The overall secret for delivering a successful event is understanding your target audience. The better understanding you have, the better chance of success.
Read more here about an recent event I helped to deliver.
If you have an event coming up and would like some help, then
please get in touch. Event Management is one of the many services TV Office Management offers and we would love to chat to you about how we can help you with yours.