As the owner of a business, you know that planning an event isn’t easy. There are so many details to keep track of and so much money on the line! And if your business is holding an event for the first time, it can be even more overwhelming. That’s why we’ve put together a list of ideas, tips and tricks that will get you started with event management:
Create A Plan
The first step to managing an event is creating a plan. A well-written, detailed plan will help you stay on track and organize yourself so that you can focus on the most important aspects of your event.
Planning involves making decisions about what activities need to happen at your event, who will be responsible for each activity, when those activities will take place and how long they should last (if applicable). It also involves figuring out how much time there will be between each activity so that everyone knows when it’s time for them to move onto their next task or shift in responsibilities.
If possible, try not only planning out this initial schedule but also creating backup plans for each stage of your event in case something unexpected happens–like if someone gets sick or has an emergency come up right before his or her shift starts!
Know The Budget
It’s a good idea to know the budget for your event. The more you know about it, the better decisions you can make about how to spend your money and time. Knowing the budget helps you figure out:
- What kind of venue and/or location is within your means?
- How much food and drink will be needed for all of those guests?
- Are there any vendors or services that are beyond what you had planned on using in terms of decor or entertainment?
Determine Your Goals
If you’re planning an event, it’s important to determine what your goals are. What do you want to achieve with this event? What is the purpose of holding a conference or trade show in general–and how will this one be different from others that have been held before? How can attendees take away something valuable from the experience of being at this particular gathering?
What do you want people who attend your event to think about when they leave: Will they feel inspired and motivated by the speakers and presenters who were there? Was their experience valuable enough that they’ll remember what they learned long after it’s over (i.e., did it change how they think about certain things)? Do all those involved go away feeling great about helping out or getting involved with whatever cause was being promoted during those few days together–and if so, why does this matter so much anyway?
Choose The Right Venue For Your Event
Choosing the right venue is one of the most important steps in event planning. The venue needs to be appropriate for your event and be able to accommodate all of your guests, as well as provide adequate parking and be accessible by public transportation (if applicable). In addition, it should be affordable so that you can stay within your budget without going into debt!
When choosing a venue:
- Consider whether or not this location will attract your target audience. If not, is there another place nearby where they might gather instead?
- Consider how much space you need. Do you need a large hall to accommodate many people, or would a smaller room be more appropriate?
Make An Itinerary For Your Events
An itinerary is a list of events and activities that will take place during an event. It helps you to keep things organized, so you don’t get confused or forget something important. The itinerary should include:
- Time of departure/arrival
- Transportation information (such as bus route number)
- Who is attending the event with you, and where they are staying if not at home with you
Create A Guest List, Including Vendors And Sponsors If Applicable
Once you’ve decided on a venue, it’s time to begin planning your guest list. You’ll want to make sure that everyone who will be attending is included in this list, including vendors and sponsors if applicable.
The best way to start is by making a list of all the people who have been invited to your wedding and then crossing off those who don’t live close enough to attend. This will help you narrow down your list of invitees and make it easier for you to decide how many invites should go out in order for everyone on your list to be able to attend.
Use Event Management Software
Event management software is a tool that helps you manage all aspects of your event. It allows you to keep track of your budget, guest list and itinerary. It also makes it easy for team members to delegate tasks, so they don’t have to wait until the last minute before they know what needs doing.
The best event management tools like Eventtia allow you to keep track of all vendors and sponsors involved in the planning process, which makes it easier for everyone involved in managing an event–from sponsorships down through contractors–to communicate with each other effectively throughout every step of creating an unforgettable experience for attendees at whatever type of gathering or conference takes place there!
Work With A Planner Or Event Management Service
If you’re planning an event, working with a planner or event management service can be a great way to ensure that everything goes smoothly. These professionals have experience in coordinating all aspects of the event from planning to execution, saving you time and energy–and maybe even money!
They’ll find the right venue for your needs, coordinate vendors and sponsors (if applicable), provide turnkey solutions for all aspects of the day-of logistics including setup/breakdown services if necessary, manage RSVPs from attendees so no one shows up at empty tables…the list goes on!
Make Sure You Have The Necessary Permits And Licenses
Before you begin any aspect of the planning process, make sure you have the necessary permits and licenses in place. These include:
- A permit from your city hall or county government office for use of public areas such as parks or streets. This is required for all outdoor events unless they are held on private property (in which case, check with your homeowners association).
- A liquor license if alcohol will be sold at your event. You will need to apply for this at least three months before your event date; most states require that you submit applications four weeks before then!
- Permits from other state agencies such as fire marshal’s office and health department if they have requirements related specifically to those areas (such as setting up tents).
Event Management Can Be Intimidating, But It Doesn’t Have To Be!
Event management is a skill that can be learned. It’s also a great way to meet new people, make money and get your name out there. But don’t let this intimidate you! If you want to learn more about event management, here are some tips for getting started:
- Start small. Your first event shouldn’t be anything too big or complicated–just something small enough so that if it doesn’t go well, no one will notice or care too much (but still big enough so there will be some buzz). You’ll learn from these experiences and get better over time!
- Get help from friends who have experience with managing events–they’ll know how things work behind-the-scenes and can give advice on how best to handle situations as they arise during planning stages (and then again during actual execution).
We hope you found our event management ideas, tips and tricks helpful. We know it can be hard to keep up with all the technology and trends in this industry so we wanted to share some of the things we’ve learned along the way.