We like to think of event planners a bit like magicians - they often make the impossible happen! Good event planners juggle multiple things at once, creating a seamless event for their client. This requires plenty of planning, multitasking and time management skills. Here are some tips and tricks to keep you organized while managing a corporate event.
Whether it’s months ahead of time or the day of the event, make sure you are aware of the goals that you’re working to achieve. Is it to raise money, increase awareness, or celebrate a milestone for your client? By keeping your objectives clear, you will be able to make decisions about the event more effectively. Every decision that your team makes, whether it’s food or venue, should contribute to achieving the goal of the event.
With so much to keep track of when planning an event, good organization is key. Divide tasks among the members of your planning team, playing to each person’s skills and strengths, and follow up with them about their role regularly. Keep detailed to-do lists and shared folders with documents that everyone can access - technology is an event planner’s best friend with online tools like Slack and the cloud.
In order to ensure that the event runs as smoothly as possible, practice it beforehand by doing a dry run. Walk through the event space, ask food and drink vendors for sample menus, test out the tech equipment. Software programs like 3D Event Designer can create interactive floor plans to do virtual walk-throughs of your venue. Take your planning team through the itinerary for the event, and be prepared to make adjustments to the timeline during the rehearsal process. We suggest doing a run-through early in the planning process, and again a few days before the event.
Even with the best preparation, accidents can happen. Have a plan in place if they do. Keep contact info on hand in case you need to replace a vendor at the last minute, and know how much to allot for cancellation fees and last-minute charges. Decide what are the most important aspects of your event, and what things you can make do without. Also ensure that each member of your team knows how to cover a last-minute crisis in their responsibilities.
The event planner’s job doesn’t end when the event does. Once the big day is done, there’s still work to do. Thank your vendors for a job well done in order to maintain those relationships. Follow up with your client, thanking them for their business and being receptive to any feedback they may have. Finally, debrief your event planning team about the successes and opportunities that arose over the course of managing the event. Remember that each event is a chance to educate and prepare your team for the next one.
Managing an event from start to finish requires flexibility, planning and organization. Even the best-laid plans can change at a moment’s notice, but with a strong team and plenty of preparation, you’ll be able to handle each problem calmly and professionally. Follow our tips for managing your event, and we’re sure things will run smoothly for you on the big day. For more advice on how to effectively manage your event, talk to the team at Tribeca Rooftop NYC, one of New York City's premier event companies. Their professional and knowledgeable staff is happy to answer any of your questions about hosting and planning a successful event.