Event planning can be a daunting and time-consuming task, and each event will require a different approach. But having a detailed and robust strategy can help reduce the stresses and drastically increase the likelihood of your event being a success.
We’ve put together 5 handy tips to help you improve your event management process.
Decide on your goals
Before you start managing an event, ask yourself: “what’s the purpose of my event?” Is it to train employees? Is it a Christmas party? Once you know the purpose of the event, you can then start to set goals.
SMART goals will help your event management process be efficient, achievable and relevant. If you’re unsure of what SMART goals are, they stand for:
Instead of having the goal of “I want my event to have lots of attendees”, a SMART goal could be to increase the number of attendees by 15% from the previous event. These more detailed goals will enable you to plan your event so that it meets the needs of the attendees whilst remaining relevant to your wider business goals.
It is important to start planning events early and to be flexible. No matter how big your vision for the event is, without enough time to plan, it simply won’t come to life. So, your event’s details should be confirmed as soon as possible. For example, a venue is more likely to be available and have a lower cost when booking early compared to booking it closer to the event date.
Starting your event management process early will also give you some breathing room for any issues that can arise. For instance, if you’re planning to purchase branded items for the event, their lead time might increase unexpectedly – so purchasing these items well in advance will ensure they still arrive on time.
You should remain focused on an event even after it has ended. The event planning may be over, but communication with the attendees is still needed to gather feedback. This can be done via:
- Social media
- A phone call
Gathering feedback from attendees is the best way to learn what worked well and what needs to be improved. This is particularly important if the event is re-occurring.
It’s also critical to gather relevant data when retrieving feedback. Don’t simply ask: “did you enjoy the event?” Ask questions about what attendees would like to see at future events, if the venue was a suitable size, etc.
SurveyMonkey is a good tool for gathering feedback. Using this tool, you could create a survey and email it to contacts to fill out. If you notice that there’s not much engagement, consider offering a reward to them, such as a chance to win a £50 Amazon voucher.
Planning and managing an event effectively is impossible without a budget. Determine your total budget first, and then decide how much to allocate to each expense. Your catering budget could be 10% or 20% of your total budget, depending on what food packages you would like to have.
In addition to the obvious expenses, such as the venue, you should also prepare for the unexpected. Despite good forecasting, something will always end up costing more than expected. So, make sure you set aside emergency resources to use for anything that goes over budget.
Even if prices appear fixed at first, many vendors are open to negotiations and can offer flexible pricing. Even if it’s not a price negotiation (a 5-10% discount), you can negotiate with them to throw in a free feature, like a DJ. You should also get prices from other vendors to use as a bargaining chip; they may even be competing with one another for your business.
It can be awkward negotiating, and results will vary from vendor to vendor, but it is an important factor in your event management process. Plus, if you receive a discount, it could be the difference between the event being on or over budget.
Get in touch
At E10, we offer a variety of event packages that suit any occasion. Click here to enquire or give our team a call on 020 8926 1006.