Planning and organizing an event is not easy. Once in a while, unexpected changes will occur, so you need tons of patience and hard work to get through these challenges. Below are 10 points that you should remember when taking care of your own special occasion.
1. Determine your event’s format and purpose.
According to event planning companies, this is one of the first things that you should finalize before taking any major planning steps. Establish your goals meticulously. Identify the concept, duration, timing, role distribution and several other event aspects. If you want your occasion to be unique and spectacular, try not to stick to the traditional formats.
2. Share all the necessary documents to your team.
To be able to plan the logistics efficiently, you need to keep all of your staff members on the same page. All of the documents, from receipts to vendor contracts, should be available for everyone to see through an online sharing platform. You can consider Google Drive or Trello for this.
3. Finalize your budget, and ready yourself for unforeseeable situations.
Contemplate on your budget, and your task checklist. If you are operating on a strict budget, maybe you should reconsider some other details that are not really important. Moreover, setting aside a part of the budget as a “reserve” in case something goes wrong is crucial. You need to have backup plans for several unexpected circumstances.
4. Surprise your guests.
If you want your guests to enjoy your special event, make sure to summon that “wow effect” on your special celebration. You must meet and exceed their expectations even in the most ordinary aspects. Remember, your event is not just all about you. Since you will invite a lot of friends and relatives, you should strive for their convenience, approval and enjoyment.
5. Prepare back up plans.
Preparing backup plans is important when organizing an event, big or small. Unexpected changes and circumstances may take place during the day of the event, so you should make sure that you have a plan B or C. In line with this, you may want to check out your event location ahead of time. As much as possible, all of the equipment and decorations should be there hours in advance.
6. Distribute tasks among team members.
You may be the most hardworking and meticulous person in the world, but trust me, you would need a lot of help in planning your special event. It is crucial to distribute the tasks among staff members. Each person will have his or her own zone, and will be responsible for that station throughout the entire occasion.
7. Tell your audience about the occasion.
Your event is not just about you, but also about your target audience. This holds an utmost importance, most especially if you are running a business. You need to promote your event to reach your target audience. Consider all internal resources and budget before implementing a marketing strategy.
How to tell your audience about your occasion? Develop a straight-to-the point key message, and communicate it through all of your social channels. It needs to be brief and interesting to be able to grab attention.
8. Pay attention to service.
Be friendly to all of your partners, participants and speakers. You should be able to address their questions and problems. By doing so, you can meet and exceed their expectations. Even if you are feeling stressed and tired, when you see that everything runs according to plan, you will feel happy and fulfilled.
9. Do some final checking 24 hours before the event.
Unexpected changes may occur even at the very last minute, so make sure that you are prepared. The last 24 hours before the occasion are very important. Don’t forget to do some last-minute checking with your team. Make sure to inform your guests how to go to the venue. Prepare all video content and printed materials. Coordinate well with your staff.
10. Ask for feedback.
Surely, you will feel very exhausted after your successful event. Remember, it must not end there. You still need to do some follow ups and assessments. Evaluate everything that happened, and give an objective assessment. Ask your participants to answer an online form hours after your event.