Planning an event can indeed be stressful and time consuming. Event planners often look calm and peaceful on the outside but they are energetically paddling with their feet underwater to keep themselves afloat. Organizing an event is not a simple task to deal with especially if you don’t know where to start. If you don’t want any stressful experiences, or end up not knowing what to do about any event you’ll organize, here are some tips to give you guidelines, advices, and instructions on how to get the perfect event going even on a tight budget:
Before executing an event, it is important to draft your budget while taking into account unforeseeable situations. The goal of conceptualizing an event is to brainstorm on how to determine the experience, develop the concept, and design the experience. Start by identifying the importance and viability of holding the event. To create your perfect event, we need to first understand the desired atmosphere, feel and outcome. After these goals have been established, other key points such as the details of your venue, the partners you will work with, scouting for your preferred essentials that will suit your style, and coordination with some of the industry’s most sought-after vendors without the pressure of losing time will be gathered to ensure the success of your event
2. Pay sufficient attention to technicalities
Once everything is settled, try to surprise clients creating the “wow” effect to exceed their expectations in the most ordinary things through lighting, gimmicks, audio, overall design, etc. If you want to pleasantly surprise your guest or leave them wanting more, think about everything down to the smallest detail:
- How the event will be promoted
- How the venue will look
- How people will register
- How is your team dressed?
- How do your presentations look?
- Who will greet participants and guests?
- What music will be playing?
- What gimmicks or activities will take place?
- What to do during breaks?
3. Allocate responsibilities
The success of the event will be very largely determined by how well event staff carry out their allocated tasks before and during the event. To ensure the event’s success, it is very important to distribute tasks among the team members not only at the preparation stage but also during the event. Shared tasks are easier tasks. Don’t hesitate to assign responsibilities to your team members.
You’re probably going to be tired and happy after an event, but whatever event you will be organizing, no matter what’s going on in your head, stay calm, be optimistic, and don’t be afraid of surprises that will turn your event to a big success.