Even as an event professional sometimes you don’t know where to start. That’s why we bring to you 6 of the tips Brighton School of Business and Management shared to help you master the fine art of planning a memorable and effective event.
Despite what many vendors will tell you, everything is negotiable. Remember that with every event there will be unforeseen costs, so try to negotiate as low a price as you can. Determine your budget before meeting a vendor, and offer to pay 5-10% lower than this figure. Your vendor may put up a fight, but ultimately they want to win your business.
Break up the various elements of the event into sections and assign a section to each member of your team. As they are solely responsible for their own section they will be much more clued into small detail changes.
Create a Shared Document
With the cloud comes many benefits, and collaborating with your team couldn’t be easier. In order to keep everyone on the same page, create a central manual or document that details everything to do with the event, including vendor contracts, attendee information, and the floor plan. With a shared document everyone can refer back to it if they are unsure, and your entire team can spot if something is out of place.
Have a Backup Plan
It is rare that an event is ever pulled off without at least one issue, an item may not turn up or an important person may arrive late. Assess the most important assets your event will have, and create a backup plan for each. If a number of issues arise in the future, triage them and decide whether an alternative can be found, or if it should be cut entirely from the event.
Do a Run Through
About two weeks before the event, do a run through of the entire event process. Organize a meeting with your team and mentally walk through everything, from initial set up to the follow up process. Often complications are highlighted at these meetings, and you will have time to correct them. A few days before event organize another run through at the venue.
Once the event is over, many organizers fall into a common pitfall – taking a break. While the logistics may be done it is important to be proactive in following up with attendees, be it over email or on social media, to demonstrate the success of the event.
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