If you fail to prepare, you prepare to fail, so correct planning and management of any event is essential in order for it to be a success. This is the key to learning how to manage an event successfully.
Simply put, no matter how good your ideas, if you haven’t paid enough attention to factors such as budgeting and time management, you could run the risk of your event not turning out as well as it could have.
Now, take a look at our expert tips on how to manage an event successfully:
Create A Brief
Creating a detailed brief and plan for your event is the first thing that you should do, and your brief should be referred to throughout the planning process to inform any decisions that you make. Although some things will change, creating a detailed plan for your event means that your team and your stakeholders are on the same page when it comes to the objectives of the event.
Your brief should include:
The date, time and location of the event.
Key messages that you want to communicate.
Key measures of ROI or event success.
Event objectives and goals.
How many staff are required.
A budget for the event.
Now that your brief is in place, it’s time to consider two of the most important aspects of event management, managing your time and your budget: How To Manage An Event Budget If you ever find yourself underestimating the importance of your event budget, remember that finances are essential for your event to take place in the first instance.
It may seem daunting, but managing an event budget doesn’t have to be a minefield if you follow our top tips:
1. Practice Prioritising
Managing your budget doesn’t always mean spending as little as possible. Instead, it is important that the right amounts of funds are allocated to certain areas that your team and/or stakeholders agree on priorities.
For example, if you decide that the venue is important to the success of your event, you might want to allocate a larger amount of your budget to pay for the venue.
2. Keep A ‘Rainy Day’ Fund
We were always told to ‘save for a rainy day’ and this is an especially important skill when it comes to event management. Always expect the unexpected and make sure to keep some of your budget aside to deal with any last-minute costs that might arise.
If we fail to prepare we prepare to fail, and there’s nothing worse than having to scramble to free up cash at the last minute.
3. Review Previous Budgets
When planning this year’s event, take a look at your company’s event budgets for previous years, including both the initial budget and the actual expenditure. This can be an important guide and help draw attention to inefficiencies or mistakes that were made in previous years.
Even if this is the first time this event will be taking place, by comparing previous budgets against actual expenditure of events of a similar size, you can consider if you budget is realistic, and where adjustments might need to be made.
How To Manage Time When Planning Events
Organising an event can often feel like you’re juggling many different deadlines, from clients, venues and suppliers. So when it comes to managing a successful event, time management is an essential skill to master.
1. Create A Schedule
Time management is easier when you’ve got deadlines in place. When you’re in the initial planning stages of your event, make sure to do a week by week schedule, where you can determine what needs to be done by the end of every week, in order to keep you and your team on track.
2. Estimate, Then Delegate
An essential time management skill is estimating how long tasks will take and then using this to inform your expectations of your team.
If you can expect a task to take a week to complete, make sure to allow a bit of extra time to accommodate any issues that could arise.
When delegating tasks to staff, make sure that you communicate your expectations about how long tasks should take ahead of time, to avoid delays.
3. Expect The Unexpected
One of the most important things to remember when planning an event is accepting that not everything will go to plan. No matter how well you prepare, things will inevitably not go exactly to plan.
Discuss a back-up plan with your team in case of a worst case scenario, be that a venue or supplier cancellation, and plan how you might deal with it. This saves vital time that would otherwise be wasted if a less than desirable situation actually happens.
You can find out more about event planning on our previous article.
Even with the best preparation and planning, unexpected situations may still arise. Although you can’t plan for the unexpected, our expert tips can help to make sure your team are ready and equipped to deal with any surprises along the way.
Whether you’re new to events or have some experience, it’s always useful to explore ways that you can improve your event management skills. Although some of your priorities may vary depending on the type of event you’re planning, there are a number of important factors to bear in mind for any event.
When planning an event, you might wish to consider working with a specialist event management team, in order to help guide you through the process and save time and resources in your team so you can focus on