1. Make a Checklist
It may seem simple, but this will make your life a lot easier. When beginning to plan an event, write down everything that you need to take care of. Having this early organization will allow you to physically see everything that needs to be completed. It may also help to have the list organized, such as prioritizing the more important aspects (like booking the venue, hiring catering, etc.) higher up on the list so that those issues can be tackled early. Planning an event usually comes bundled with a fair amount of stress; however, having a list will reduce your stress monumentally. Organize your checklists further by creating a different checklist for each area of the event planning process.
2. Set Deadlines
Once all of your goals are organized, set a time by which you want each detail to be completed. Having these deadlines for yourself will help you stay on-task and also give you an efficient way of tracking your progress. When you’re setting deadlines, try to be realistic about it. While it’s obviously important to get everything planned on time, you don’t want to be rushing and accidentally forget an important detail either. The earlier you start assigning deadlines, the easier it will be to space out your schedule to ensure that the planning process will go as smooth as possible. It is always best to begin planning as soon as possible. The quicker you begin completing tasks, the easier the planning process will be.
3. Communication is Key
As the event planner, you will be interacting with many different people. Whether you are communicating with the clients throwing the event, businesses sponsoring the event, guest speakers, caterers, the list just goes on and on. Through all of this discussion, it is important that you remain easy to communicate with. Communicating with in-depth but concise messages avoids the need to send numerous emails to communicate a few points.
There are many moving parts when it comes to event planning, and even though you might be very stressed, it is crucial to remember that you are not the only one. By staying calm and in-control, you are setting a strong example for everyone working with you to follow. Furthermore, communicating effectively should prevent a number of problems from occurring, saving yourself a massive headache later. Everyone wants the event to go smoothly, use your words to help get you there.
Similarly, the speed and style of communication will shape the receiver’s impression of you. It is best to aim to always return calls and emails the same day that you receive them. If you struggle with sending emails in a timely manner, utilize the schedule send feature provided by your emailing company. Assuring emails are structured to display your professionalism is important in establishing your brand image. Properly format your emails following a business email guide. The quality of the email is dependent on grammar and respect shown to the receiver. Check out how to properly format a business email here.
4. Anticipate Problems
Despite all of this preparation, it’s likely that not everything will go according to plan. As an event planner, your duties will include working with a number of outside people, businesses, and brands. Working with so many x-factors inevitably fosters issues, however, it is important to expect problems and be ready for them. Whether a microphone isn’t working or a caterer forgot to provide their vegetarian option, there is an endless list of things that can go wrong with event planning. When possible, have a back-up plan.
Early preparation allows event planners to be ready when trouble strikes. Even though every problem can’t be avoided, try to remember that problem solving a key component to event planning. If something doesn’t go as planned, the event attendees don’t necessarily know that. As long as everyone is having a good time and the event is going smooth, you’re doing your job just fine.
5. Have Fun
While event planning can be quite stressful at times, it is also one of the most rewarding jobs imaginable. Having a successful event not only makes your clients happy, but it also makes you happy knowing that you were able to successfully finish an initially daunting task. Through all of the planning and problems, remember to enjoy yourself. Embrace the opportunity that you have been given and view any problems as a challenge to overcome. Having this outlook will make the entire process more manageable.
For more assistance with your event planning call our Event Specialists at 714.598.1822 or request a quote here.
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