Good Event Management Process every Event Manager should adopt
Plan and Organize Early:
It may seems unreasonable to begin planning your year end conference in the early months of the year, but smart businesses know that it is important to start as early as possible. The more vendors that are involved, the more time you will need to coordinate all the details. Plus the earlier you start, the more organized you’ll be – this means better budgeting, less stress, and a smoother process overall.
Easy Collaboration
Although regular meetings are important for keeping track, there are occasions where not everyone is available. Create a shared document that all involved event personnel have access to; be it a Google Sheet or other cloud-based document, it’s essential to use something to track vendor contracts and information, registration and attendee details, floor plan information, and to keep everyone updated on the same page.
Plan B in Place
Ever been to an event where it ran so smoothly with absolutely no hiccups or errors? Even if it seemed so, trust us, something DID go wrong. But a good event manager knows that unforeseen details can arise that throw a plan off track, so they always know to have a backup plan. Here’s a trick for keeping mistakes as minimal as possible: have pictures taken of your event space to better envision setup and event flow. Plus, you’ll have the pictures on hand for reference and check again should any last-minute changes pop up!
Get Tech-Savvy
As an event manager, using software solutions for your event benefits you in many ways. With everything in one place, there’s no need to manually transfer information from one platform to another. Everything you need from the start to the end of the event will be at your fingertips. Of course, tools are only effective when paired with careful planning.
Consider the size of your event and the features you’ll need. If you’d like to use the same software for multiple events, look for one that will transfer well and allow you to analyze data across events. Make sure the security features available keeps your company, participants, and attendees safe.
The right event software paired with your own best practices will make your events memorable, meaningful, and profitable for everyone involved.
Listening Ear
Was your event a success? You might need to ask to know. It goes without saying that a good listener is one who learns the most. Follow up with your event attendees and planning committee members what they thought of the event and the planning process can help you host, plan, and prepare for better events down the line.
What went right, what went wrong, and what can be elevated in future events? These follow-up conversations are key to being able to grow your event management process.