Events come with a lot of details; and those details can get messy without the proper organizational system. How do you ensure your events are set up for success and no details fall through the cracks??
Assemble the right team: Yes, anyone can plan an event, many can plan a good event, few can plan a GREAT event. Assembling a team of creative & capable people with clearly defined roles will help divvy up the work and hold individuals accountable to their tasks. Delegate work to the experts, If you lack the resources in-house, seek help outside. Event planners will help you envision new ideas and concepts–and together with AV professionals, graphic artists, decorators, caterers….etc., they will help bring your ideas to life.
Schedule intentional time: Events take time to plan not only logistically but also mentally. Pull out your calendar and make regular meetings to discuss your event. Even if your event is months off and doesn’t seem like an urgent topic, give yourself an hour of time to sit down and brainstorm big ideas. If you fail to make the time to plan, your chances of event success and reaching your goals is diminished.
Clearly communicate on all fronts: Over explaining is better than under-explaining when it comes to your events. When it comes to your planning team, be sure to set clear expectations for team members to adhere to. Document and discuss who is responsible for what to clear up any miscommunications later. and talk often. Designate an event manager to lead communications with event staff and volunteers–layout a communication plan to share all details and expectations. Finally when it comes to your attendees, communication is king. Remember you are asking them to come to your event, so make sure they know how to get there and when. Assume you are talking to the lowest common denominator (there is always someone who “never got the email”), so be redundant about your communication and provide it in variety. Some like email, some like print–all like good way-finding and signage.
Give your events the time and organization they deserve and you will see the success you hope to achieve.