Whether you’re hosting a company party or a business conference, there’s a lot of work that goes into planning an event. While it’s generally recommended that you hire an event coordinator for the best result possible, understanding a few basic principles of event planning will go a long way in ensuring a successful outcome. Here’s what you need to know when you start planning a big event.
1. Start Early
The sooner you start planning your event, the better. In fact, for major events (such as conferences and conventions), it is recommended that you start planning at least six months ahead of time. Planning for smaller events should begin at least one month in advance.
Why so early? For one thing, this will make it much easier to hire an event planner and other vendors who will be crucial in planning, organizing, and running everything. It also gives your guests an adequate window of time to RSVP and make any travel arrangements that might be necessary.
2. Create Backup Plans
Throughout the planning process, changes are likely to occur. Even the most successful events undergo unexpected setbacks, such as a change in location or the need to renegotiate with vendors. Managing these obstacles will be much easier if you already have a backup plan in place and are willing to be flexible with your arrangements.
Hosting an event is a lot of work, and you can’t do it all on your own. This is why so many organizations choose to hire a professional event planner in the first place. Regardless of whether or not you hire outside assistance, it is vital that you delegate various tasks to other trusted individuals. By ensuring that you don’t need to micromanage every tiny detail, you can devote more time to the big-picture tasks.
4. Follow Up
After hosting your event, you still have work to do! The period immediately following your event is crucial for getting feedback from attendees. Understanding what they did or didn’t like about the event will help you gain valuable insights for improving future experiences. For concerts and other sporting events, encouraging attendees to share their experience via social media can also be a great way to build excitement for the future.
When you follow these basic principles as you work with an event coordinator, you can avoid the stress and micromanaging that could so easily derail your activities. With proper planning and follow up, you’ll be able to create a memorable and enjoyable experience that your attendees will talk about for years to come.