by There is no such thing as knowing too many event planning tips. It’s not an easy ride to plan and execute an event, so you’ll need as many tools in your arsenal as possible.
We’ve put together a list of 17 invaluable event planning tips here. We hope they’ll make your life as an event planner just a little bit easier.
Some of the tips we’ll go over in this article will teach you how to…
- Make a battle plan
- Use planning software
- Collect and use data
- Manage your time and money
- Find and prepare a venue
- Get the timing right
- Find a ticketing partner
- Synchronise apps
- Automate tasks
Ready to roll? Here we go.
Tip #1: Think big (and then scale down)
Outline what the perfect event would look like if there were no restrictions. Describe each aspect of the event.
Then go back with a red pen and write what you’d be happy to settle for. You now have a range you can work within and have managed your own expectations.
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Tip #2: Use event planning software
There are a number of event planning programs available for you to use. They will help you manage your to-do list, budget, and deadlines.
Read our guide on The Best Free Oline Event Planning Tools to see some of them.
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Tip #3: Collect data (and use it)
Data is great because it allows you to measure your success and predict outcomes. If you don’t have data from previous events, you should start collecting it now.
Look at the buying patterns and online presence of your guests. Alternatively, you can run surveys and look at case studies from events similar to yours.
Tip #4: Manage your time efficiently
Since you’re most likely working independently, it’s important you structure your day. Use a calendar app to schedule your tasks and account for breaks.
You should also allow yourself a buffer in case of unexpected delays.
Tip #5: Create a realistic budget
No one loves spreadsheets, but they’re a necessary evil. Create a budget based on your vision (see Tip #1).
Then track it with a spreadsheet or event planning software (see Tip #2) to make sure you stick to it.
Tip #6: Think about additional funding
The planning stage of an event is not too early a time to think about funding. After all, you’ve just created a budget.
Fortunately, there are ways you can boost your finances. Make a list of potential event sponsors or think about potentially crowdfunding your event.
Tip #7: Research venues (and facilities)
Your choice of venue should reflect your event theme and your budget. But it should also have all the facilities you need.
Think about location, seating, WiFi, safety, catering, lighting, sound, and anything else you might need. Make sure the venue you choose has everything on your list.
Tip #8: Write up detailed contracts
Always have detailed contracts between you, the venue, the entertainment, and anyone else involved. Seek legal advice if need be.
Make sure any quotes you get are all-inclusive. You don’t want a surprise bill at the end of the event.
Read the fine print and make sure there can be no misunderstandings.
Tip #9: Visit the venue before the event
Most events will have websites with nice pictures and maybe even a 360-degree virtual tour. But you should go there in person beforehand.
Put yourself in the shoes of your guests and think about what will impress them. It will help you visualise your event and the experience you’ll create.
Tip #10: Find selfie spots
Try to find some selfie spots while you’re at the venue. It will help boost your social media mentions, which can only help your marketing efforts later on.
You can create a selfie wall by deliberately planting a backdrop by the entrance to the venue. That way, your guests can share it on Instagram as the first thing.
Tip #11: Expect the unexpected
Many things can go wrong when you plan an event. If your event is outdoors, you need to keep an eye on the weather.
If your event is in a big city like London, you should account for traffic jams and tube strikes. Anything could happen. Be prepared for it.
Tip #12: Watch out for competing events (and holidays)
You want to make sure your event isn’t clashing with a competitor when you schedule the date.
Likewise, you should watch out for public holidays your event might clash with. Depending on your target audience, you should also plan outside of popular vacation times.
Tip #13: Find a reliable ticketing partner
Choose a ticketing site or platform that will make your life easier. Make sure they accept all forms of payment and integrate with your other platforms.
A well-known name will also lend credibility to your event.
Tip #14: Connect your social media accounts
Although social media belongs to the marketing phase of your event, now is the time to prep it.
Use an aggregator like Buffer or Hootsuite to connect all your accounts in advance.
Tip #15: Automate, automate, automate
Find out how many aspects of your event you can automate. Schedule emails and social media posts.
Synchronise your ticketing app with your CRM or event management software. Automate everything.
Tip #16: Make a checklist
Create a checklist, either physical or digital. Trello is a good app for checklists. Pen and paper work fine, too.
Just make sure you have one with you at all times. It will help you keep track of progress.
Tip #17: Keep learning
It’s easy to get stuck in routines, especially if you’ve been in the game for a while. But trends and technological advancements don’t rest. Neither should you.
Read ebooks (and real books), take short courses, and create a Google Alert for industry news.
Learned something?
That’s it for our event planning tips…for now. We’re always on the lookout for more techniques to make your life as an event organiser easier.
If you know an event planning tip we haven’t covered, we’d love to hear from you in the comments below. Sharing is caring!