Even the best Events Manager isn’t immune to the stress that the work brings. There planning and event seem to never be enough time and something will always definitely go wrong. Everything you can do to prepare and be efficient help to lessen the stress from planning events.
Tip 1: Stick to the budget
Creating a budget and making sure to stick with is critical when it comes to planning events. Utilize technology to find what works best within your budget and grant you the highest returns. It is also recommended to have a backup plan included into your budget to prepare for things that go wrong. Allot 5-25% of your budget for backup plans.
Tip 2: Organize your workplace and your time
Good working habits helps with great events planning. Schedule your day to day, clear and organize your desk and take a break from time to time. You’ll have extra energy and focus when you allot some time for yourself to rest. Also, anticipate last minute requests from your clients or suppliers and allot part of your day for the unexpected.
Tip 3: Pick a good venue
Choosing the right location can either make or break your event and your stress levels. Of course you want to provide an unforgettable experience for your client, but make sure that the location that you choose is trustworthy, safe and simple to deal with.
Also, look for venues with perks that can lessen your burdens like free seating, catering included, with lights and sounds, etc. anything that can help you simplify your job.
Tip 4: Lessen last minute changes
Managing events requires you to handle and coordinate a multitude of people – consultants, sponsors, suppliers, talents. Last minute changes can’t be avoided, but you can discourage them by placing penalties if suppliers or talents cancel, by adding a deadline for any changes that they might want to make and enforcing a date where no supplier is allowed to back out anymore.
Tip 5: Deal only with detailed contracts
Contracts from both you and your partners should be as detailed and transparent as possible to avoid speed-bumps in the future and possible headaches. Especially when it comes to the costs and payments, ask for full quotes that include hidden charges if any and tax as well.
Tip 6: Use Social Media
Let social media do the marketing for you. Utilize the latest trends of posting online to get the word out there. Take advantage of Facebook, Instagram and Twitter to post videos, vivid photos of your promotion and send out quirky Tweets so that your followers can share it with their friends. Customize your posts according to what you need.