Event planning is no walk in the park. After all, have you ever seen an event planner taking a walk in the park?
No! That’s because they’re too busy event planning and making sure that anything and everything goes according to plan!
With such a high stakes and high-stress task at hand, event planners need all of the event planning tips they can get. Not for lack of expertise or capacity.
But simply out of necessity. Because let’s face it. Event planning is like an Olympic marathon that just doesn’t get the same recognition as, well, an Olympic marathon.
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How can I become a successful event planner?
Everyone wants to host a successful event. But how exactly can you reach that kind of success?
#1. Research quantifiable metrics
You may not know where to start with your event planning checklist. And that’s why you need to start with the data.
The planning process means nothing if you don’t know your target audience or a reliable venue to call upon. And that’s why the first step in our event management tips is all about researching.
Once you have a thorough understanding of the metrics, you can start planning all of the details, leaving nothing to chance. This means event technology, social media channels, potential venues, and more.
#2. Prioritize your tasks
The event planning process is like spinning a bunch of different plates in the air. And that’s why delegating tasks is just as important as prioritizing them too.
When you create a to-do list, you must take into account what needs to get done first. Are ticket sales lower than you’d like? Prioritize marketing.
Are your social media accounts lacking? Hire a professional photographer. Want an extra draw for your event? Get a corporate entertainer!
As far as planning an event goes, you’ll want to keep an eye out for any little detail that’s out of place. Then, you can pinpoint the issue and work out from there. Oh, and did we mention how important it is to start early?
#3. Get on the latest on trends
This technically falls under the research category. But gaining a deep knowledge of the latest trends should be something you and your event staff do at least one month in advance of the event itself.
This means going from location to location, talking with vendors, getting survey results from attendees, and schmoozing with sponsors. Event creators need to know that all team members are on the same page.
So when it comes to doing business, everyone is as savvy as the person next to them. “Boy, who knew hosting was such a big job to handle?” said every person event planners and meeting planners love to hate.
#4. Nurture your relationships
It doesn’t matter if it’s virtual events, smaller events, or a large event. Business is business and each event you get involved with is a chance for you to nurture relationships with vendors, attendees, and your team.
Anyone who’s ever hosted their own event knows that it isn’t a one-person job. It takes a bunch of folks through various channels to make everything happen on time.
So never give up the opportunity to nurture the relationships with those who make your event a success. Even if that’s sponsors, your marketing team, attendees, venue managers, and more!
#5. Always ask for feedback
There are only so many event planning tips that we can offer you. But the best folks who will have a few tips for you and your other events will be the people you work with.
Every time you plan an event, you have the opportunity to reflect on what went well and what could have been better. For example, maybe you overspent the budget.
Or maybe you forgot to set up the Wi-fi ahead of time. Either way, each example will give you and your team the chance to grow from past oversights, making your next event even better.
What are the 5 C’s of event management?
You may have heard of the 5 C’s of event management. Well, allow us to introduce you to these hailed pillars.
(Event) Concept
The concept of your event starts with a series of questions: Who? What? Why? When? and Where? All of the details of your event will lie in the answers to these questions.
And this is the stage where you decide, create, and begin to formulate the most memorable event you can possibly imagine. (Cue the inspirational goosebumps!)
(Event) Coordination
If the concept answers the questions about the details of your event, then the coordination phase will determine the course of action. This is the time to schedule, budget, and book.
That means coordinating with the right venue, making sure your marketing team is on top of their game, securing your virtual event host, and arranging equipment for your events to save time in the long run. Oh, and all at the same time.
(Event) Control
To minimize last minute scares or panics, control is an essential part of your events. This encompasses conflict resolutions.
And it can also mean putting in control measures from an early stage. That way, you create a cushion for yourself when hiccups inevitably happen – like the venue falling through or the budget seemingly slipping away.
(Okay, don’t think about those examples too hard. Otherwise you might just have a heart attack! That being said, you can always count on a clean comedian to come through…)
(Event) Culmination
Culmination is the point of your event where everything comes together. AKA the event itself.
As each of these details come together to create the evening, their cohesion will determine the success of the event. So this means everybody’s game faces are on and all pointed in the same direction.
(Event) Closeout
Just because the event is over doesn’t mean there’s not still work to be done! After the event is the perfect time to review, evaluate, work on improvements, and reward stellar work.
Okay, the last part is the most fun, we’ll admit. Who doesn’t love to get recognized for handling the budget or securing the most highly sought after venue in the first place?
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Qualities to possess as an event planner
Of course, tips are all good and handy. But when it comes down to it, some of the best advice we can give you comes from the best qualities you can embody as an event planner.
Flexibility
In a perfect world, everything goes to plan. But even if that perfect world does exist, it doesn’t exist here.
That’s why an event planner must always be flexible. Because changes will happen. But knowing how to roll with the punches rather than cower before them is what separates a good event planner from a great one.
Organization
If this wasn’t obvious, an event or meeting planner has to be organized to a T. Not only are you in charge of organizing a budget, you’re in charge of organizing people!
Having solid organizational skills will allow you to plan and stay on schedule. And you’ll find that even the most impossible tasks seem so much easier to accomplish, simply because they were tackled with organization and care.
Creative problem solving
Creativity is horribly underrated but it’s the very thing that will get you out of a jam! Reworking things is an inevitable part of any job so being able to find solutions through a creative means is key to winning over hearts.
And winning the challenge set before you. So flex that creative muscle because you never know when you’ll need it most!
Attention to detail
We know there are plenty of details to have to worry about. But every single detail must be taken into account when it comes to planning an event.
After all, you want the guests to see the whole picture – beautiful and sublime. And the only reason they’ll see that beautiful picture is because you’ve taken care of every detail and placed it just so that beautiful picture can take center stage.
Proactive communication
Communication is always key – not just when it comes to personal relationships! And when working with as many people as an event planner does, proactive communication and making the first move is an easy way to come across confidently.
And set others at ease with your willingness to jump in. Besides, when you preemptively make an effort to communicate, it will set a trend in motion and others will be more likely to proactively communicate in return!
Check, check, and check!
No, we’re not talking about the number of checks you’re going to have to write to make this event happen. We’re talking about the sweet satisfaction that comes from ticking off every box on your to-do list.
As we said before, event planning is no easy feat. But the relief and reward that accompany a successful event really can’t compete with any other feeling in the world.
So use these tips to make your next event the best one you’ve planned yet. And even though we’re about to pass the holidays, take the best advice from Mr. Claus and be sure to check your list twice!
Keep Reading: What Is A Gala Event?
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Adam Christing is a professional comedy magician, virtual MC, and the founder of CleanComedians.com. He is a member of the world-famous Magic Castle in Hollywood and a popular corporate entertainer, magician, and virtual speaker.
