There are few things in life more stressful than planning a big event – and few things more disappointing than when a big event fails with a splutter! If you have something coming up or delayed by the recent ongoing worldwide situation, you might be worried how it is going to pan out. These are our top tips to help you master any event planning scenario, no matter how big or small.
The early bird catches the worm, with the successful event planner starting work around four to six months in advance. Establishing what you want, who you want and how you are going to get it as soon as possible will make the event go much more smoothly. This will mean you can be flexible in the face of any unprecedented changes that might happen while planning.
Nothing can ever be planned by just one person – there will always be one thing they miss or can’t account for. Break up any event management into different sections – such as registration, catering and transport – and assign a section to a different team member. Small changes or adjustments can be made much more easily with this kind of arrangement.
Keep a backup plan
If the current situation in the world has proven anything, the unexpected can always interrupt the best-made plans! Assess the most important issues for an event, such as the location, staff hire and catering, and create a backup plan in case things go wrong.
Practise, practise, practise
Knowing how the day is going to run is the best way to work out any potential problems or kinks. Organise a meeting with your staff and either mentally or physically walk through everything from the initial set-up to the follow-up process. You will be able to quickly identify any problems and work out how to correct them.
Technology is an event planner’s best friend. Not only in keeping on top of paperwork and keeping all team members up to date but also prepping for an event can really create a strong social media presence. Create custom hashtags on Twitter, an event page on Facebook, and upload plenty of photos of the planning and of the event as it takes place.
Once you have planned everything and the event has happened, you might feel like taking a break – don’t fall into this trap! Follow up with attendees and suppliers, either by email or on social media, to thank them and to show how successful the event was.
Here at StreetPR, we not only love event staffing but also work to understand event organisers and promoters. Our carefully selected staff are trained and experienced in all aspects of event promotion. From a small dinner to a VIP gala, we deliver the highest quality customer experiences. So, come and choose us, one of the best event staffing companies in Birmingham.