You Can’t Start Too SoonThis means, start planning and prepping yesterday. The sooner you start to nail down your initial ideas for the event, the sooner your schedule for planning can start to take shape. Ideally, 4-6 months is a sweet spot for planning a fairly large event, so ensure you give yourself plenty of time.
Research is key. Use these early days to really do your research into the kind of event you want to host. Looking at past events, ask:
- What was good at this event?
- What didn’t work?
- What could have made it even better?
- What were the little details that people really enjoyed?
Create A Timeline ASAPDeadlines tend to work better than open to-do lists, so as soon as possible, start nailing down when specific decisions need to be made and certain jobs need to be done to keep you on track.
Have A Specific Goal and Purpose for The EventOne of the very first things you’ll need to do is to set a specific goal for the event. This will ensure that you stay focused when it comes to details throughout the entire planning stage from venue choice to gaining sponsors.
Delegate, Delegate, Delegate!A crucial successful event planning tip? Don’t try and plan an important event without help. Not only will the experience be stressful and overwhelming, but you will find certain aspects are forgotten or pushed aside as there will simply be too much to do for one single planner.
Delegating tasks shows true leadership and management, so form a trusted and skilled team to help you start to tick off everything that needs to be planned and organised.
No matter how much you trust your fantastic events team, check in with them often. Without micromanaging, checking in with your team ensures that everything is on track and prevents any unwanted surprises later down the line.
Stick to Your Budget (Firmly)The excitement around an event is great but when it comes to spending the budget, get strict with yourself. Once you start to let the budget slide, it is easy to let spending spiral, which in turn leaves you without a safety net should anything crop up last minute.
When it comes to budgeting, make use of technology available and use a programme to help keep spending under control. You can then share this document with other managers of the event to ensure everyone with a spending responsibility is clear on the overall budget in its entirety.