Let's Talk about What DOS and DON’TS We Bring to the Table as Event Organizers.
‘Your event is really only as successful as all of the detailed planning that’s put into it from beginning to end.”
– Jennifer Masek
Planning an event can be an incredibly stressful task for anyone — Let’s face it — That’s why it’s rare that events proceed completely flawless from beginning to end. No matter your level of expertise— planning and executing a good event is challenging. Though certain obstacles are inevitable, many of them can be largely preventable with the right amount of knowledge and skill.
Here’s why you have to know your Dos and Don’ts before stepping into grandiose event planning.
Do maintain communication between all involved vendors as well as clients
Having clear communication and a thorough understanding of each person’s role is the key to avoid details slipping through the cracks.
Including the venue, vendors, and decision-makers ensuring everyone is on the same page.
Meanwhile, as you research potential locations and vendors, consider the location is near the major transportation links including airports and bus terminals. If you’re hosting a multi-day event, select a venue that’s within walking distance of prominent hotels.
Catering and liquor vendors: Make sure the food is quality and well stocked. it’s also equally important to have trained, certified bartenders who are able to identify and manage anyone who has been over-served.
Depth and devotion are the keys
Always carry a small notebook dedicated to ideas and consolidate all your key details/confirmations. Additionally make a project plan with important dates, tasks, vendor contact info, and invite lists for further reference, which will be essential for upcoming events.
Do stick to your budget.
Pay close attention to your budget. Even if you have a large budget, you should not jump the wagon to buy a bunch of stuff. You may need that money to cover things like a band or extra menus. Emergencies can always come up last minute so make sure you have some cash handy. Moreover, don’t go out there thinking that you can’t do anything on a tight budget, because no matter how small or big your budget is, there is always a solution. You just have to be creative.
Look out for major holidays.
When planning your event, make sure that you don’t schedule it close to an important holiday like Easter or Christmas. If you do this, the chances are that you are going to end up with a lot of empty seats and a lighter wallet. In order to make sure that your target audience attends your own event, check to see if there are other popular events going on at the same time. You don’t want them to have to decide between your event and another event.
Do seek help.
One of the most common mistakes that planners — especially solo practitioners and those who are inexperienced try to make everything single-handedly. Juggle too many balls without help and eventually, one will drop and lead to disaster or burnout.
Don’t send out invites too late
Many businessmen are likely to have plans lined up, therefore make sure to send out invites as earliest as your convenience’ along save-the-date notifications to mark it in their calendar and follow up with RSVPs.
Don’t wait till the last minute
Lack of an agreed-upon plan increases the risk to fall through the cracks, that the event will have last-minute issues, fall short on budget and ultimately miss a major objective. Once you have a date, a budget, and a brief, commence straight away. Do not procrastinate as venues are booked well in advance. So, securing your venue should be at the very top of your to-do list. Then, research entertainers and guest speakers to check their availability and once you’ve selected speakers, book them first thing. Make sure you have the signed, returned contracts to ensure they are secured.
Don’t skip the site visit
Virtual “walkthroughs” via 3-D event management tools are becoming popular. But a site visit is the best way to ensure a venue can deliver everything it promises.
One last thing – Events typically can survive minor slip-ups, some of which attendees may not even notice. But obvious errors can ruin an event or leave attendees unsatisfied.
To us it’s quite simple – creating experiences isn’t about just talking the talk. It’s about delivering.
Over 08 years we, TIIKM Events have built our reputation on seamless delivery – We create original, innovative, and authentic events and experiences, which cut through the noise of a busy world to connect you with your audience.
That’s where we can help, and produce events that do just that. Whether talking about your brand, your product, your campaign, or even your conference. it goes far beyond anything that you thought possible. We are all about results. And that is why We’re ready when you are…