It’s a fact that organising an event is a stressful experience; a job that involves juggling multiple tasks, fraught with the risk that something might go wrong, and increasingly pressurised as event day looms. So how do event planners and organisers manage to keep a level head, prioritise their time, negotiate the problems and actually enjoy what they do?
I asked our event organisers what they do every day to keep events on track, and their sanity in check!
Event Planning How To Survive Each Day
1. Prioritise Work Using A Five Item To Do List
The nature of organising an event means it’s important to be flexible and address issues as they occur. Therefore it’s vital that you keep on top of the most urgent and important jobs, and prioritise them accordingly. A ‘five item to do list’ is an effective way of doing this. Write down 5 tasks in order of importance and when you’ve completed the first, add another to the bottom of your list. At this point, you may also need to review the order of priority. This stops you from spending time on jobs that aren’t so urgent and keeps you focused on those that are.
2. Learn To Delegate Effectively
Many people avoid delegating because of a, ‘it’s quicker to do it myself’ mentality. If this is the case you’re either not delegating the right tasks, or delegating to the wrong people. First, you need to identify those things that are quick and easy to delegate –tasks that don’t require laborious explanations and support – and then a suitable person to do the job. Play to people’s strengths and they’ll be able to run with the task without having to refer back to you.
3. Know Your Key Metrics
Whatever stage of event planning you’re at, there are key metrics you need to understand to measure success. In the early stage of promoting your event, you might be looking at website visits, app downloads, social media engagement and email sign ups. Later on, registrations or ticket sales may be more relevant, and during the event attendee population, engagement and live feedback will be of interest. These metrics will influence your activities, help you prioritise tasks for your ‘to do’ list, and identify potential problems before they take hold.
4. Keep Lines Of Communication Open
It is vital that you keep in regular contact with all involved in your event. For us, this means being always available to our clients so that we keep them in the loop, and they do the same for us. This ensures that the event team understands exactly what the client what’s to achieve, and also helps manage expectations on both sides. The same is true for all other companies and individuals involved in the event, including sponsors, suppliers, staff, venues and other 3rd parties. Good relationships mean that event organisers are less likely to get left in the lurch by a supplier, as they are the regularly touching base to make sure everyone is onside.
5. Review Progress Every Day
Establishing a regular time to sit back and look at the big picture will help you see the wood for the trees and avoid getting caught up in details that don’t deserve your time. If you have a team working alongside you, it’s a good idea to ask them to do the same and report back to you. At this point you can collate key metrics from all areas of the event process, review completed tasks, listen to feedback, look at what’s still on everyone’s ‘to do’ lists and prioritise next steps.
So those are our 5 top tips but we’ve left a couple of things out. TEA, COFFEE and TIME OUT are also essential if you want to survive the event planning process. Mine’s white with no sugar, thanks.
If you would like any support planning your next corporate event get in touch with the nrg Digital team. Give us a call for an informal chat 01252 717707.