Whether it is a corporate event, conference, or office party, things can always go wrong. And they often do. However, these unplanned mishaps can be reduced drastically by proper planning. The planning phase is where an event is made or broken. A good event planner will keep the following in mind.
Paperless is the bets way to go. From selling tickets for a conference to signing in and awarding prizes. Current technology has a website and/or app for almost every aspect of event planning and running. Make use of these as they will make the whole process a lot easier and less stressful.
Streamline things as much as possible
Keep things simple. Complicated processes and schedules will inevitably lead to problems. Streamline processes like signing in and providing manuals, schedules, notes, etc.
Hire the right people
This cannot be overstressed. Hiring the right people to work at an event is half the battle won. You want people who will be efficient, sufficient, professional, and can think on their feet. Every role must be filled with someone who can deal with whatever their duties involve and solve issues as they come up.
This starts in the planning phase. Have contingency plans for every eventuality. From simple things like running out of ice to a speaker not making a flight – have a backup plan and then another backup plan. This is the best way to ensure that things run smoothly no matter what happens.
Always keep things running steadily
If the previous points are in place, things should run smoothly on its own. However, when a hiccup happens or a speaker finishes too early or lunch is late, have something to fill the time. Simple things like snacks or a one-on-one with a speaker or even a question-and-answer session can help fill the time with no-one the wiser.
One of the most important things to remember is that problems will arise. Accept this and roll with it from the beginning. If you are well prepared and have backup plans, you need not worry. It is also important that the event planner is always on top of everything that is happening at any given moment.
With great planning, great staff, and a plan for every eventuality, your event will run smoothly.