Irrespective of the type of event, the crowd involved, and the people handling the management, event planning requires a lot of commitment, effort, and high levels of an organization. No event has truly succeeded and held its own unless there is proper communication and passing on of responsibilities between all the parties involved. An organization is an important part, but there is also a large amount of creativity, street smartness, quick work, and efficiency that is required. Some events fail or have poor performances just because the people handling them lose track halfway through or begin drowning in work and cannot handle multitasking and organizing information.
Below, we list a few points to keep in mind while handling large events and the importance of having excellent organizational skills.
Binders and files: Most good event planners stick rigorously to the idea of having a binder or planner for every specific event, further divided into sections for all the particular elements such as catering, guest lists, venues, and so on. They also make it a point to update the binder regularly and carry it with them to all relevant event so that they can keep close track of how their plans are progressing. This helps them maintain steady records of all happenings, and ensures that they do not get swamped by the amount of random information they have to control.
Good communication: All good event management begins with proper communication between all parties involved. Any issues here can lead to issues with the entire event. The smallest of miscommunications can get blown out of proportion, especially in the case of significant events. Communication includes maintaining channels between all involved people, keeping track of all decisions, keeping written or digital records of all bills, amounts, and financial issues, giving and gathering necessary facts, and making sure the client’s wishes are being translated into the event.
Online tools: It is the digital age, and that means that there is an entire treasure trove of event management and planning apps for PCs, laptops, tablets, and mobiles, that are waiting to be used. These can make the entire process much more comfortable and reduce the amount of data that has to be carried around in physical form. They also reduce the chances of misplacing or missing any important information and make the entire communication process much easier. A lot of tasks can be accomplished through shared excel sheets and document which all related people have access to and can edit to include their updates. There are also tools which can be used to compile information from emails automatically and to set notifications or reminders whenever necessary. The bottom line is that there is a lot of work and a lot of information, and the intelligent thing would be to use whatever tools are available to meet these needs and reduce personal stress.
Employing efficient people: Most event planning involves having a team of people who understand the tasks at hand and are skilled enough to know how they are to be implemented. Since there will always be budget constraints and time issues, it does not make sense to work with people who are not functioning at maximum levels of efficiency. Moreover, since events involve collaborations between various groups and organizations, there may be a fair amount of conflicts that tend to arise. The best way to address these is to ensure that all the people are well informed and have their priorities set to making the event successful.
Hopefully, this article has helped to give you some insights into the basics of kick-starting your event management work. Good luck, and rest assured that it gets better with time and practice.