Published 27 June 2018 Category: Compass Tips, Event Planning, Event Management, Startups

Tips & Tools for Successful Event Planning

Planning an event on your own may seem like an exciting venture until you have to deal with a plethora of problems like irresponsible vendors, delayed deliveries, mistakes, accidents etc.  The devil is in the detail when it comes to event planning which means, you’ll end up being frustrated, physically exhausted and de-motivated if you don’t have a robust event management plan. How can one go about successful event planning? Here are some important tips and tools.

1. Creating an Event Planning Checklist

These days, planning, remembering, collecting and assembling information for an event is no longer a challenge. With cool mobile apps like EverNote and Google Reminders, you can have your event planning checklist on the go. These apps also help you collect images and links from the web so any sample that you’ve collected or any important information that you want to share with vendors can all be accessed from one simple app. If you’re planning an event and want to rely on checklists – an excellent event planning app should be the first thing you get.

2. Keep a Strict Control on Your Budget

When it comes to event planning, budget control is perhaps the most challenging part of the job. One tiny mistake and you could be overspending before you even know it. The ideal thing to do would be to use a budget planner where you can add the costs of items and services you would need for the event. You could also try comparing prices of multiple services and products and opt for the one that suits you best. There will have to be a lot of research and digging that you need to do so make sure everything’s listed on a Google Sheet which you can access and record things as you go.

3. Creating the Perfect Event Marketing Plan

Thanks to social media, event marketing is no longer a tedious process, however, it’s not that easy either. You have to create a strategic event marketing plan that may include sponsored or boosted ads, incentives for people to comment/share the events and more importantly to remember attending the event on the said date. So a combination of email marketing, SMS marketing and social media may play a huge role in reminding your audience about the event and help you gain traction.

4. Having an Easy to Use Event Planning Template

Is event planning a daily part of your job? If yes, then you should make life simpler by keeping an event planning template. The template should consist of all important aspects of an event planning such as costing and prices, addresses of service providers, vendors, other staff to involve etc. Every time you need to plan an event, you simply need to plug-in the numbers to get the calculation or simply need to choose from a database of vendors to get the right deal. Having a template makes life easier and can help you execute events faster!

5. Having a Post-Event Report

Want to conduct an even better event next time? Always have a post-event report ready. Not only will this help you keep a record of problems or issues encountered in the current event but also what solutions or ad-hoc steps you had to take to resolve those problems.
Thanks to technology, event planning no longer has to be a manual job with notes and timings written down on paper. There are a number of event management tools that you can invest in and use to store important data, templates for invitations, costing calculations and many other features. If you like to work smart when it comes to event management, software will help you be more efficient. Not only will it save you time but also help you focus on other important areas of the event instead of getting lost in minor details.