Back in my sophomore years in university, I was chosen to organize the event management project. I was loaded with so much responsibility, and there were high expectations and the participants were already excited. I started to plan and collaborate with the suppliers, stakeholders, speakers, sponsors and my team as I was very eager to provide the best. Everything was going well until things fell apart on the day itself. The fireworks intended to open the event never arrived.Only a handful of people attended as they received the invitations late. The opening acts, sounds, seating arrangement and decorations were all a mess. That’s when the realization came to me that you can’t miss deadlines in this line of work. Not everything goes smoothly for everyone, and plenty of us have experienced that dreaded result. Take note of these following tips on how to manage events and get it right.
Coordinate and plan
A successful event starts from proper coordination and planning. What experience do you want to impart to your attendees, who is it for, what is the purpose of your event, when and where will the event take place. List down realistic goals while planning but at the same time add things that you want to try out as well.
1) Understand what your client wants and what they expect
2) Build a team with members that have a wide or diverse skill set
3) Prepare the cost and budget for the event
4) Create a deadline for every activity
5) List down the programs in the event in your invitations
6) Coordinate with everybody all the time to ensure that everything is
Execute the plan
This is the part where you will finalize important details like the speakers, venue and the date of the event. In this stage, you:
1) Have the budget approved
2) Start campaigning your event on social media like Facebook, Twitter
3) Update your attendees about the event by regularly posting on social
4) Send email marketing or prepare brochures to market your event
5) Coordinate with your team and make sure the plans are moving
6) Arrange your transportation and travel
7) Obtain necessary permits if applicable
Stay diligent 2 days before the event
Utilize this time to check up on your plans, coordinate with the sponsors, speakers, suppliers, guests and your team to ensure that things will go smoothly. Get the final confirmation from your suppliers like catering and decorations 2 days before the event.
1) Create your minute by minute for the event
2) Finalize and confirm the elements in the venue like security, lights and
sounds, decorations, etc.
3) Ensure that the plan and all activities for the event are running
accordingly including transportation
4) Create a list for guests that responded to the RSVP
5) Remind the VIPs about your event and have volunteers guide them
6) List down table accessories like bottled waters, pen and papers,
Managing the day of the event
After all the preparations and hard work, this is the time where you need to ensure that all that you have planned for is working. Take charge of everything on the day of the event.
1) Be at the event location with your team hours before the start of your
2) Setup an amazing helpdesk or reception
3) Assign spaces for your sponsors to place their banners
4) Check all equipment – lights, sounds, microphones, etc. and make
sure everything works properly
5) Make sure that the host has the important details of the VIPs to avoid
6) Ensure your stock of drinks, food, etc.
7) Hire professional photographers dedicated to capturing key moments,
people, banners, etc.
Gather feedback from the event
After the event, gather information and feedback from your attendees or participants so you can learn what are you can improve on.
- When in event management, there is no place to hire your errors or failures. You can only prepare on how to solve problems and anticipate set-backs to ensure your event’s success.