What a fantastic event it was! The stage was so beautiful! Everything was so well-organised. Sure, but not everyone knows the stress and trouble that the event planners have to go through. Last minute changes to the event design and decoration can be daunting. If you’re an event planner or own a complete event production house, you will definitely relate to how stressful this profession can be! Planning, organising, managing, executing, designing, generating creative ideas, etc. all of these are part of behind-the-scenes of just one event!
This is where we bustle into your schedule with some helpful tips that will make your event planning stress-free and productive.
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Tip #1: Stick to an Assigned Budget
Sounds easy? Not all event planners leap into spreadsheets with financial info. But creating a budget and sticking to it is the first step to avoid the most common event disaster: going over budget.
Not all events and exhibitions will have an equal budget of course. Sticking to a budget doesn’t have to mean being stringent about expenses. Keeping a budget helps to conduct and plan events in an organised manner. First, you have to gather as much information as you can about the costs, expenses, contracts, and other agreements from vendors, shipping companies, advertising and promotional expenses of any live event. Ensure that you include any taxes, credit card fees, or any other expected charges. Some contracts are negotiable, so don’t be hesitant while asking for details of the event from your clients and vendors both to enjoy best deals on goods and services for the event to be a success.
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Tip #2: Set Realistic Timelines
Seeing your event come together is absolutely more rewarding than anything else. To visualise this magic happen, you need to have a realistic idea of how long the planning of each part of the event is going to take, including the turnaround time for marketing materials, recruiting volunteers, getting the AV services scheduled, and of course, the fabrication process and stage set up. To conclude the right timelines for your event, you could ask questions to each of your vendors and get advice from others that have worked on a particular type of event in the past. A realistic timeline is critical for any event’s success. If seeing the big picture isn’t for you, then set smaller and more manageable goals and timelines throughout your event planning stages. These smaller goals then add up forming the end big picture.
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Tip #3: Organise Your Time…and Your Workplace
Firstly, incorporating efficient and balanced work habits set the foundation for a productive event production house. You could structure your days and make time for breaks. Guess what? Even a 15-second break from your laptop screen could cut your fatigue and stress in half! With breaks also comes decluttering your workspace or desk. A clean, organised desk makes room for increased work productivity.
Tip #4: Choose Reliable Venues for Events
The event location can increase or decrease your stress levels in so many ways. You may be searching for a non-conventional venue that may create an extraordinary experience for the guests or audience. But at the time you also wish for a safe, trustworthy, and easy-to-locate place for your outdoor events. For example, outdoor weddings, concerts, etc.
Some venues that provide in-house seating, catering, and lighting take the burden off your to-do list. But what about WiFi? Onsite IT? Such technology perks can only be enjoyed through a well-planned and well-thought venue destination, thus reducing the stress of organising them at the last minute.
Tip #5: Minimise on Last Minute Changes
To manage and organise an event, you will have to work with a lot of stakeholders: the sponsors, vendors, clients, and your staff are just a few to name. Set the expectations up front with each stakeholder ensuring that there’s a drop-dead point for any last minute changes. Making yourself clear about dates, permissions, or any such important duties responsibilities is essential so that no one backouts in the end moment leaving you stressed out.
Tip #6: Have a Plan B
While planning an event, you always have to remember that unexpected situations always arise. You can plan an event but you cannot control what happens during the actual event. If something breaks or the pyrotechnics don’t work, or someone gets injured and cannot make it to the event, all of this can happen and you cannot control it. This makes it essential to have an emergency kit set up in a place that is easily accessible. A small emergency kit might include multiple kinds of tape, scissors, lots of pens, scrap papers, extra materials that have been used, business cards, ibuprofen, stain-removing pens, and of course a first-aid kit. This kit could become your last minute lifesaver… if you suddenly spot a stain on the stage backdrop!The biggest tip of them all: Do Not Panic! You are within your budget, your employees and staff are ready, your backup plans are in place, the attendees are excited, your clients are satisfied with the plan, everything seems to be running smoothly. The event management and execution have been planned well yet you may stress out the night before. All you are doing is stressing in panic. Take a moment to relax and be proud of your efforts. Your hard work as an event professional will pay off on the event day itself.