Ways to Prevent Event Management Disasters:
Your boss gives you the task of planning a company function and the first thing you do is start planning in your head. You think of how this event will be great, you’ll do a good job, and you’re boss will be extremely impressed. But what if something terrible goes wrong at your event. Many disasters can happen at any time of the event and we want to make sure these do not happen to you. Grass Shack Events and Media are a great Event Production company that will help you at every step of the way and will help prevent these disasters.
Hire An Event Planner
Sounds like an obvious suggestion, but many people do not give themselves enough time to plan their event. The first thing to do is to hire an event planner. You are in charge of putting together this spectacular event and all eyes are on you. Hiring an event planner to help with the details, set up, venue options, etc. Start planning what you want the goal of the event to be and share it with you planner.
Communicate with your Planner
Communicating with your planner brings us to our next point. Communication! You must have complete communication with, not only your event planner, but between your boss, the vendors, the venue coordinator. It is extremely important to make sure your vision is known throughout the entire planning process on all accounts. Your event planner will be a huge part of this as well. Eventually, they will become the middle man between you and the rest of the people that are involved. But in the beginning, be sure to consult with everyone.
Take Care Of The Budget
This piece of advice applies to two things. The numbers in terms of the budget that you have and the numbers of people that will be attending the event.
When it comes to your budget, knowing how much things are costing and how much you are spending is a must. It becomes easy to just agree to prices that people quote you without realising that you cannot afford it, which is when things start to go wrong.
Another piece of advice is that you should always keep a little bit of money aside just in case something does go wrong and you have to spend some more money. If you don’t do this you can easily get into trouble with the bank or the person who is funding the event.
In terms of the number of people that are will be coming to the event you need to know exactly how many people are coming. If you send an invite with a plus one or someone emails asking if they can bring an extra two people you need to stay on top of it. Always make sure that you know how many guests you are expecting. This allows you to plan things such as table plans, drinks and food much better.
If Plan A doesn’t work, theres always Plan B, C, and D
This is where you prove you’re great at event management.
The saying “If plan A doesn’t work, there is always plan B, C, and D”, this quotes is for not only everyday life, but in your event planning. Disaster are bounds to happen every once in a while. Make sure you have back up plans and learn to resolve solutions on your feet. This can all be avoided if you plan accordingly. The best thing to do is to think of all the possible things that could go wrong and think of a solution before the event.
First to Arrive, Last to Leave
Everyone loves to be fashionably late, but as an event manager this is not an option. Be prepared to get to the event early and make sure everything is set up correctly and everything is running smoothly. If you are late to arrive and mistakes are being made, it’s going to be too late to fix. Also, don’t leave your own event early. Just because the event is running smoothly does not mean you can dip out and start your weekend early. Stay til the end and help clean up. You can ask people how they enjoyed the event, possibly get an interview with them to share with your event results.