Planning and executing an event is no easy feat, and can be daunting if you’re not truly prepared! While there is no way to ensure your event will be 100% flaw-free, it is possible to anticipate potential things that can go wrong, and to work your way to executing the event as best you can.
Make your event planning experience as painless as possible, in five simple steps:
1. Know the importance of tech, and let it help you
There’s a myriad of tech tools for planning events. Let these tools help you organize and get things together, so you don’t leave anything out. Have an outdoor event? Check out the weather with Dark Sky, for down-to-the-minute updates of current conditions. You may not be able to control the weather, but you can start to work on a contingency plan once you know what the weather will be like. Google Maps are big help too, so you can get your bearings and familiarize with the event site. You’ll never know when you’ll need a stationery shop, or a Home Depot!
2. Delegate, delegate, delegate
Chances are, you might not have a big team behind you to pull off the event. Keep your team members accountable by designating ownership on specific tasks. You can also delegate the work by outsourcing half the work, especially when it comes to catering or booking reliable photographers!
Here at Fiestah, we aim to help plan events in less time with less stress. Whether you’re planning for a conference, or a huge launch, it might be difficult to keep track of all the booking and payment processes, or even email threads to confirm vendors. With us, you will be able to collaborate and manage logistics together!
3. Communication is key
The key to pulling off any type of event takes communication, and we mean constant communication. Over-sharing can seem unnecessary, but it helps to be aware of all the moving parts. Documents such as production timelines, contact sheets as well as roles and responsibilities are crucial to make sure everyone on the team is on the same page. When everyone has communicated well ahead of time, you’ll be better prepared when something unexpected pops up!
4. Incorporate Opportunities For Sharing
What’s a successful event if there aren’t opportunities for attendees to share what’s happening? Create an environment conducive to social sharing by installing photo opportunities! Help your brand, or get trending on social media by installing creative opportunities that will make your attendees want to take a picture with. We love photo booths as it can help create buzz, with packages to suit your scale and budget. We’ve got a great list of folks who will be able to cater to all your needs, so get started here!
5. Expect the Unexpected!
It might be a cliché saying, but it’s one you should stick with. You can be prepared for anything, and things might still go wrong. Be sure to double check the venue, and the venue temperature (climate control really does affect the event space, and your guests!) so be sure you have extra air-conditioning nearby if the party gets really hot. It’s important to have a contingency fund, just to be able to cover emergency expenses.
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