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10 Tips to Plan Your Events Effectively

10 Event Management Tips to Manage Events Effectively

Are you aspiring to become an event planner, but don’t have an idea about the event management? This is the right place to begin. Being an event planner requires not just the art and passion but also the nerve to put yourself out there and face whatever comes your way. The following are the things to look out for when starting out for event management.

1.      Determining Your Area of Interest

To put yourself out there you must first determine what it is that excites you the most. In order to step into the market, it is not only important to take the projects that seem the most interesting but are also within your capabilities.

2.      Charity Begins at Home

When starting off, it is crucial to have a professional appearance. Give a name to your company that best describes you, make a website that is quite inexpensive and has an up-to-date social media presence. To become a successful event manager, one cannot just start on their own. You need to have, if not many, then a few links which help you stay put in the market. Having strong connections has great significance. Your friends and family are your prime opportunity, ask them to let you host their events for free or at a discounted price, then circulate your business cards to the attendees.

3.      Make a Plan of Action

If there is one thing that this job won’t allow you to do is to slack-off. Your passion should not let you rest. Everything must be pre-planned. As a general rule of thumb, for a big event, you must begin at least six months prior and for a small one, a month before. Discuss with your client their desired theme and aesthetic and then create a mood board using inspirations from Pinterest and Instagram.

Narrow down your choices into 10 to 12 images and share them with your vendors and clients in order to keep them on the same page. Create a shared document on Cloud or Google Dropbox to share ideas with your management team.

4.      Go Beyond the Idea

According to the scope and scale of every event, determine all the resources you will need, such as location, rentals, caterer, technician, photographer, etc. Maintain good relations with your vendors and stay in touch with them. After settling on a final budget, negotiate with your suppliers and make sure that the total always gives you a 5 to 10% wiggle room for unexpected situations.

Once a plan has been decided, delegate responsibilities among your management team to get the work done effectively and efficiently.

5.      Seek Innovation

Make use of all the new technologies and keep yourself up-to-date on the latest trends. Follow up on your favorite Event Planners and read related articles. Seek inspiration from everyday life and add your personal touch to it.

6.      Exude Professionalism

This an entirely people-person job and some errors are bound to happen. So there is no need for you to lose your calm as there is no point in crying over spilt milk. Be patient and resilient enough so that your team does not hesitate in communicating with you in case of a mishap. Although human errors are a part of the job, there is nothing wrong with nitpicking and wanting things done a certain way. It is better to be a perfectionist than a slacker, but keep a healthy balance between going-the-extra-mile approach and the reality of your work.

7.      More Than One Plan, Always

Getting things done in a pinch is what defines an event planner. Be flexible and adapt to your changing needs and requirements. Being proactive about unanticipated instances is the best way to go. Have a contingency plan for any unexpected disaster and then have a contingency plan for that plan too!

8.      Event Drill

Along with flexibility, it’s important to conduct a mock session to make sure there is no stone unturned. Go for a run-through of each and every element that is significant to your client and eventually is responsible for the success of your event. As a beginner, this will ensure if any minute detail has been overlooked and will give you a wholesome picture of your event.

9.      Sponsorships

After gaining some experience in the field and proving your expertise in the market, you can also approach certain brands for endorsements which will not only give a financial boost to your business but will also provide you an edge over your competitors. To attract said sponsorships you have to strive to make every event better than the last. Along with endorsing your brand, your sponsors also act as a helping hand, so you are supposed to treat them as an integral part of your team.

10.     Identify your shortcomings

Whenever you are done with an event, ask for feedback from the attendants and know your shortcomings. Don’t forget to take a follow-up from your client and prepare yourself for both positive and negative criticism. Take notes of your own and try to not repeat mistakes that can be ratified.

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