If you have never planned an event, you may probably be stressed out if the task of planning an event has fallen into your lap.
Whether the event is a large concert or a simple team building, there will always be distinct steps to make it happen, which even the big boys of event management services follow. Simply follow the steps below and they will believe the successful event was pulled off by a pro:
- Have the right mindset. Just like steering a business meeting or organizing a charity soup kitchen, event logistics management requires ingenuity and multitasking skills. You have to accept at the beginning that it is a tedious task and will require organizational skills as well as lots of communication. Make sure you are ready for the responsibilities to successfully pull off that big shindig.
- Establish an overall goal. Be sure on the theme of the event as it will be your guide on all aspects of event planning logistics –entertainment, program, decoration, etc. Furthermore, decide at the beginning who you will be working with to achieve this goal. Will you be forming teams? Will you be requiring volunteers or staff? What are the levels of authority in decision making? Identify the line of authority and areas of responsibilities to avoid overlap in duties.
- Set a preliminary budget. You will need a good estimated budget for the whole event. This generally includes venue, entertainment, food, giveaways or tokens, transportation, speaker or performer talent fee, decoration, and equipment rental among others. If your event requires sponsorship, draft sponsorship packages and promotional activities as early as possible.
- Set deadlines for milestones. When you are one on top of organizing an event, you might be surprised at how time flies. To avoid being outpaced by fast turn of events, professional event management services set milestones and update areas that need catching up. For each milestone, set a comprehensive to-do list before the event and during the event. Delegate the tasks when necessary and make sure the assigned people are taking responsibility of their assigned duties.
- Set options for venues and vendors. Venues and vendors are your cost drivers. They consume most of your budget so it is important to list down your options and negotiate. For negotiation, you will need a good calculation of the size of your attendees. Schedule meetings with different vendors and balance your options against one another to get the best price not sacrificing quality. For food vendors, take note of the dietary requirement of your attendees.
- Decide appropriate decorations and entertainment. Your decors, music, and event lighting must be appropriate with the event. While decors will depend on the venue, check if the look goes well with the mood of the event. Is it festive? Is it formal? Review your program numbers and check if it is not in conflict with the culture of any of the participants.
- Say thank you. Pulling off a successful event is extremely rewarding as they will remember you are the one responsible for it. Share the credit to people who contributed. A short thank you note to vendors for an amazing work will surely make them improve their services when you work with them again.