Meeting and event coordinators work hard in every industry. Expert communicators and planners, they are responsible for bringing the client’s visions to life.
Here Are 10 Tips for Event Planning That You Probably Never Learned at School.
Tip #1: Make data your best friend
Data should support every decision that you make. As a planner, you must identify ways to measure and learn from the results of your work.
Start to experiment with measuring NPS, and implement surveys which go beyond opinions and personal anecdotes. Quantitative metrics can help you determine if the decisions that you are making have a real impact.
It is not enough to simply iterate on and improve your events. You can negotiate with clients and tell them that their ideas have never worked before.
Tip #2: Creativity and innovation are key
Communicator…check. Organizer…check. Artist…?
Experience is important to us, so we put a lot of effort into designing events. Keep your creativity alive by seeking inspiration from outside the event world.
Your creative partners, such as entertainers, designers, and furniture suppliers, are responsible for enhancing the visual appeal of an event. Be deliberate and challenge them to design every detail.
Tip #3: Think as an anthropologist
You need to know the culture of the city you are managing events in. Are you planning an event in LA? It is important to be aware of the traffic conditions. Be sure to consider the demographics and nature of the city where your event will be held in order to avoid making any mistakes.
Be aware of the message that a destination sends when choosing it. Working with the CVB, tie in the local culture to the theme of your destination event.
Tip #4: Take pictures or it didn’t occur
How can you tell if you have designed an event that will be remembered? You can find out whether attendees are using the hashtag for your event on social media to share photos or.
Create your event to encourage interaction on social media. Create a photo booth or place the Instagram logo on the walls of the venue to encourage people to take action. You can find more ideas right here!
Remember that when you are designing your event, everything is a backdrop. Consider the visual elements which would make stop to take a picture and integrate them into your event.
Tip #5: List it, and love it
You probably like to think of things in terms bullet points, checklists and action items.
This may not be true for all those involved in the planning. Ask your team to rephrase the task in a list before delegating it. This will ensure that nothing is misunderstood.
Tip #6: Find properties that you can trust and grow your network
Planners are spending so much time on site-visits because they do not always trust the venues or contacts in a city. Spending time on site visits is a waste of time. You’d rather spend your time exploring human connections that have the answers to your questions.
Don’t be afraid to ask for introductions.
Tip #7: Ask for what you want.
You need to reverse your role. You are used to meeting as many client requests as possible. You’re used to fulfilling as many requests from clients as possible.
can ask A/V providers for their input in the decision-making. Invite your partners along to site visits. They may notice details that you would normally overlook.
Tip #8: Resting is bad for your body.
Invest in yourself. You spend your entire time bringing people to a celebration, to make connections, or to learn. How do you improve the quality of events that you organize?
You can only learn if you are willing to step outside your comfort zone. Do not rely on the same old strategies that have worked before. Give your time to an organization. Sign up for events and tradeshows you’ve been dreaming of attending.
Tip #9: Make your events green again
Ask about green event programs or sustainable alternatives available at the venues you’re working with. Inquire about the green event programs and sustainable alternatives offered by the venues with which you are working. This is a great way to sell your event. Highlight the fact that your event was designed with sustainability as a priority.
Tip #10: Save the day, be a hero and do it again
It’s impossible to teach, but with experience, even the most experienced planners can learn how to think on their feet. Why is it that the only thing to go wrong seems to be the thing for which you did not have a back-up plan?
Hero planners can turn major disasters into little victories. Find an accountability partner who will act as a check-and-balance someone to look over your meeting plans.
Although it is not always easy, it is not impossible. Unknowns are the most exciting aspect of the job. Even though we spend a lot of time and effort to plan a successful event, it’s possible that something could go wrong. Modern meeting planners are able to step in and save the day.
Working together, the tips for event coordinators you’ve read today will be much easier to implement. Not only can you save time, but also create the best possible event experience.
They bring people together and achieve great things.
