Event management includes the organized planning and research involved in the proper execution of an event. The events can range from simple social occasions like birthdays, wedding, and reunions, to more complex corporate and official events, such as Annual General Meetings (AGMs), brand promotion meets, and product launch parties, to special entertainment events, like live concerts and award ceremonies. Organizing an event requires a lot of planning and effort, which can at times, be a very strenuous and time-consuming task. While planning any event, ensure that it is meaningful and celebrates the occasion in a uniquely positive way. This will make sure that your event turns out to be an affair that is truly successful. Read through the following lines to know the planning tips for successful event management.
Successful Event Planning Tips
Visualize how you want your event to look and feel. One thing that you should bear in mind is that your event should generate goodwill, excitement and enthusiasm in the guests. A successful event is an opportunity to strengthen relationships (and even grow business, in case it is a corporate event). Consider the following questions while arranging an event:
- What kind of event are you holding?
- Who will attend the event?
- Reason behind the event or celebration?
- What do you hope to accomplish?
- Any specific goals or outcomes that you expect?
Planning Your Event
After defining the basic parameters, it is time to proceed with the planning.
- Pen down a checklist, preparing a step-by-step guide for organizing and executing the special event.
- Develop a financial “blueprint” (budget) for the event. Be specific while preparing the budget and include revenue opportunities (sponsorship, ticket sales, donations, etc.) and expenses (such as printing, permits, insurance, speakers, food, supplies and security). Keep track of all expenses and incomes, and the extra unexpected expenses that are likely to come up.
- Decide the location and site of the event. Factors to be considered while selecting the location includes room capacity, whether you will have an indoor/ outdoor event, special needs for elevators/ ramps, requirement for a podium, stage or special equipment, and the number of tables and chairs required for the guests.
- List down the amount and variety of foods and drinks to be served at the event. Also set out the kind of cutlery you would be serving food in.
- Publicity and marketing are the keys to a successful corporate or entertainment event. There are different methods that you can use to spread out your program. First determine the class of people you want to attend and then target your advertising accordingly.
- In case you are planning a speaker, entertainer or facilitator for an event, consider these questions: Who is the agent/ manager for the speaker/ entertainer? How many people are expected to attend? Does the speaker/entertainer have special technical requirements for the presentation? Does the artist/entertainer require hotel booking or transportation arrangements?
- Ensure there is ample parking, in case you are expecting a large number of guests attending the event. Also, the parking you select should be easily accessible from the location of the event.
- At the end of the event, reflect back on the entire planning process. Also evaluate the feedback from the guests, if any, to help you improve the event for the next time.