Event Management is nothing but converting intangible thoughts into a tangible output. And while you do that there are innumerable things that can go wrong if you do not have a proper plan in place throughout the process. Any step you or your team takes can go the right way and make the event a success or even go wrong and end up being a complete mess at the last moment leading to an unsuccessful event. Enlisted below are five tips that will help you plan a successful event creating memorable experiences for all the attendees.
- Realistic Objective and Goals
The objectives you formulate basis the client requirement and budget is the foundation of your event. Before formulating these objectives and goals, sit down with your team and ask the fundamental question of what is realistically possible given the time frame that you have before the actual day of the event. Understand the purpose of the event and plan it strategically, based on priorities to make it easier for you and your team to tune every part of the event for success.
- A Competent Team
Once you have your goals and objectives in place, it is important to make sure that you and your team is on the same page. It is time to embark on a process of putting together a team involving your staff and if need be hiring more skilled people for that particular project.
It is of prime importance to delegate the responsibilities to different people based on their experience and skills. Giving team members individual responsibility establishes a sense of accountability. It ensures that all the tasks during the event planning as well as execution is carried out smoothly.
- An Approved Budget
A well prepared and approved budget forms the most fundamental part of the planning and executing an event. Before getting a budget approved from your client make sure it includes all the expenses that you may incur for successfully executing an event. You must also account for some miscellaneous and emergency funds to cater to the unexpected. Based on the type of event and your scope of work cover all the essential expenses in your budget including venue rentals, catering, production, technical expense, entertainment, transportation to name a few…
- An appropriate lead time and a reliable venue
Before signing up for an event, it is important to check whether it is coinciding with any other event that you are planning and if the lead time is good enough for you to prepare for the event- neither too short nor too far away.
In case you are responsible to suggest a suitable venue to the client for the event, compare various venues in the target area. Considering the latest trends in the Event Industry, look for creative venue possibilities. Once the venue is finalized make sure, that the venue authorities are in loop through the entire planning process and all the legalities and paper work is in place. Discuss the time you need for the set up to finish before the event starts with the venue to avoid any last-minute miscommunications. If the events in an outside location make sure you are prepared for seasonal changes in climate.
- Avoid any last minute changes and delays
While planning and organizing an event, you might have to work with other event managers, stakeholders, sponsors, consultants and vendors. Communicate and sort out responsibilities with each group much ahead of time and set a closing date and time for any changes in the plan. Ensure vendors are informed of their reporting time and the duration they have to finish the work in for the timely completion of tasks. Set penalties for any last-minute delays and cancellations on the day of the event. Consider the above tips from the outset to curate a memorable experience for the attendees with an event that was perfectly planned and flawlessly executed or visit corporate event planner in Chennai to organize immaculate events and shows.