Planning and hosting an event can be a complicated, hectic task. Gatherings of all kinds require organization, thinking ahead and problem-solving skills. There are businesses that cater to this need by handling the details and offering turnkey services. Organizations that hold annual or semi-annual events often utilize these services.
Other organizations may opt instead to forgo the expense of an event planner and handle the tasks required internally. If this is the case it is helpful to consider some aspects of planning in advance. An all-day event will require some accommodation for meals. Planning for a hot food merchandiser may be required and finding a food supplier to cater the event needs attention ahead of time. Events that happen over the space of two or three days will require overnight arrangements for attendees. Handling these tasks successfully requires scheduling, communicating and managing the details.
Deciding to hold an event should happen as far in advance as possible. Once a decision is made, one of the first actions should be establishing a calendar for the event. Determine all of the steps that must happen in advance of the event. Next, considering each step, determine priorities. After establishing the order in which steps must be accomplished, calculate the time required and determine the dates by which they must be completed.
The size of an event and its complexity may require a team to tackle several tasks at the same time. Set up regular team meetings to discuss progress. This helps avoid delays in getting tasks done and provides opportunities for discussion. Take advantage of technology to regularly stay in touch with everyone associated with the event planning process.
Assign roles and responsibilities among team members. Individuals who know their specific role and the tasks assigned to them are more likely to get the job done correctly and on time. Empower team members with the tools they need and clearly express expectations.
Pulling off an event that serves its purpose well is no simple matter. Understanding the necessary components that will result in a successful event requires foresight. Establishing a timeline, assembling the right team and keeping it all on track are the fundamental elements of any event. Scheduling, communicating and managing are key tools that will get the job done right.