Arranging a corporate event is a massive task and as an event professional, you surely knows how demanding it can get. However, with the help of a cautiously devised plan and the right kind of tools in your hands, you can be the event ninja.
Jokes apart! Hold up, that was not a joke!
In any case, regardless, regular issues will undoubtedly come to your direction. Unanticipated incidents, vendor-related issues and clashes are quite recently a hint of a greater challenge with regards to potential event planning issues.
While every one of the issues can’t be overlooked and should be handled truly, getting readied for them sounds like a decent idea, isn’t that right?
In this way, how about we begin.
Getting into the black hole of poorly crafted event fund is not something new. I am certain that every event planner has faced this problem at some or the other time.
The idea of ‘plan and spend as you go’ is what most of the event planners are incorporating and hence, they wind up either spending more then the actual budget. Or sometimes it is too late to realize what mistake they have made.
And hence, framing an event budget and deciding where and how to spend your event funds as soon as the planning incepts is recommended. Do your research regarding your event supplies, create a spreadsheet of estimated costs and sit with the team to finalize your budget.
And by little things, I mean those last minutes tasks and details that fall in-between at the end moment. Though, when you fail to do them, they hit really hard.
For instance, forgetting to take the specific technical equipment that you’d need or changing the seating arrangement.
Therefore, it would be appreciated if you form a team. The benefit of having a great team is that you’ll not have to remember every single detail and do every little task by yourself. Assign tasks to your team and follow up with them every week to know how things are falling.
This is a productive way to get things done without letting them fall into the cracks at the last moment.
Selecting the perfect venue which suits your event is arguably one of the most important things in event planning.
An event venue sets the theme for the event and many other subsequent details like whether you’ll need decor or transportation and such things.
It is recommended to choose a venue which fits to your event and adds a lot of value too. Value can be anything of importance which is being facilitated with the venue like projectors, free wifi or other tech products.
Choosing a venue which adds value to your event will drastically bring down your event planning time and spending.
Uncooperative weather is an instant epidemic which can totally break your event within a few seconds. And hence, preparing yourself with the backup supplies is recommended.
You might not be able to face snowstorm or extreme heat wave but you can surely tackle rain showers, light snowfall or moderate heat with a little homework and having extra supplies on hand.
For example, prepare yourself with umbrellas and ponchos in case rain is in the forecast. Or may be you can stock up juices, water bottles and sunglasses. Your attendees will surely appreciate your forward thinking.
Also, this way you get an extra opportunity to market your event through event merchandise.
I remember an event planner friend who always used to think that he had enough time to pull off his next event. And he always ended up thinking why didn’t he start planning sooner? Are you also like my friend?
Therefore it is advisable to plan as soon as possible by outlining your short term vs. long term goals.
Depending upon the complexity of your goals, figure out a specific time to touch base your progress on the calendar. Here is a sample timeline for you to incorporate.
* 1 Year From Event — Define goals, event schedule, external schedules, define budget* 8 Months From Event — Make sure venue, speakers, topics are defined and revisit goals* 6 Months From Event — Revisit budget, refine messaging and purpose, reconfirm with all participants* 4 Months From Event — Finalize invitation strategy (mail, online, calls, other outreach)* 2 Months From Event — Begin invitations and external messaging as appropriate* 1 Month From Event — Confirm attendee list, continue outreach as necessary. I coming weeks send “reminder” to guests make sure they know the purpose of your event and all pertinent informtion.* 1 Week Post Event — Meet with organizing time to discuss success / failures of event and if goals were met. Document all and develop success plan for next time. Begin any outreach follow up needed.
If you’ve got a larger than expected crowd, well your marketing tactics did wonders!
While a large crowd is what every planner dreams of but having them at the same place would require some kind of crowd control and hence it is important to understand the dangers of it. Be ready with adaptive strategies that can keep a large crowd organised with proper signage in the entire event venue.
Also, keep a track of how many people are planning to attend your event through the discussions, engagement and panels through the event app. Figuring out these things will not only create a stress-free environment but will also rise the level of trust among your attendees regarding your planning skills!
This all looks cool but what about the event planning problems faced while organizing a virtual conference? Don't undermine the issues when it comes to virtual. Even if the organizer is using a virtual conference platform, they may come across internet issues, livestream issues and what not. The only thing to keep in mind is to have a risk mitigation strategy in place when such mistakes are bound to happen.
PS: Want to know how you can plan a flawless event with Hubilo? Know more about it Request a Demo.