Putting an event together can fun but there are many elements involved and it can get overwhelming and leave you feeling frazzled and just wanting it to be over.
There are key elements to every event such as setting the date, theme, type of event, finding a venue, working out catering arrangements, entertainment, ticketing, run sheet, organising speakers just to name a few. There are three key elements that I have found to be a big help in the lead up and on the day of an event that can often get overlooked when you are busy planning the finer details.
Get a team behind you
Getting a team together to work with you on the event will make life easier. It doesn’t matter what event you are running, it is great to have at least one other person to check in with and bounce ideas off. The size of your team will depend on the size of the event. If there is an area that you are not confident in, find someone to help you out. Having a team to work with will make the process much more enjoyable.
Don’t be afraid to ask for help – you might be surprised at how many people are willing to volunteer their time to help you make your event a success.
Work out your budget and stick to it
It is so important to determine your budget early on and keeping track of your costs is crucial to help you stick to your budget, especially if you are planning to raise money or profit from your event. Keep an accurate account of how much you are spending and check in regularly with your budget so that if you blow out in some areas, you can spend less in others.
Have a communications plan
A communications plan is crucial to running a successful event. It is easy to get caught up in the finer details and talk about all the communcations activities you are going to do. Without having them in a structured plan with timeframes and dates you are going to communicate certain messages, it is easy to miss key dates to get your message out. Spend some time developing this plan to get the message out about your event. Think about who will attend and how you can reach them. Keep the communications regular and consistent and always use a call to action.