Planning an event could be a stressful task and often leaves event organizers feeling overwhelmed. The best way to achieve a successful corporate event is to understand the five most crucial aspects of event management. It includes evaluating, coordinating, planning, designing, and engaging in intrinsic research. Apart from planning it yourself, you can opt on hiring a business event planner. However, if you have decided to plan the event yourself, here are the top seven time-saving tips to plan a memorable business event.
#1 Start early planning
You can start as soon as possible. If it is a large-scale event, you must plan it 6-12 months in advance. However, if it is a smaller event, consider at least 2-5 months of planning. To keep the final run-up to the event flowing smoothly, make sure that the vendors are booked and contracted as early as possible.
#2 Show some Flexibility
There’s always a possibility of things changing throughout the event planning process. Whether it is event times, locations, or the type of event you will be hosting, you need to be flexible and meet the changing demands.
#3 Assign roles and responsibilities
Planning even a small event can be time consuming! Unless your full time job is to plan this event, you are likely also juggling many other tasks. Whenever possible, delegate some tasks to others who might specialize in certain areas. This will free you up to focus on the major tasks and not be overwhelmed with the little things.
#4 Create a shared document
Having a shared document or folder online can help make collaborating with your team very easy. If you want to keep everyone on the same page, create a document or manual with all the event-related details. It should include attendee information, vendor contracts, and the floor plan. With shared documents, everyone in the team can refer back to it in case they are unsure about anything, and they will always have the most up to date information.
#5 Get a backup plan
It always happens… a perfectly planned event has one or two issues that pop up, an important person may arrive late, or an item may not turn up. You must assess the most crucial assets your event will have and create a backup plan for each. If several issues arise, triage them, and decide on an alternative plan.
#6 Do a run-through
Two weeks before the event date, you should do a run-through of the entire event process with all of the involved team members. Complications are often highlighted in the meetings, and you will get the time to correct them.
#7 Take photos of everything
Pictures can help paint a thousand words. Posting beautiful and fun photos online is one of the best ways to demonstrate the event’s success. Hiring a professional photographer is the right option if you have the budget. They will know the kinds of photos that are great for social media and will work with you for specifics. You can ask for several shots to ensure that you cover all the bases, like photos of event branding, the snap of the whole room, and lots of photographs of attendees enjoying themselves.
If you use the above tips or hire a professional event management agency, it will help to ensure the success of your next event. We hope that these time-saving tips will lead you to a successful event.