organising a successful event demands careful planning and adaptability. in this blog, discover eleven crucial strategies to streamline your event management process, ensuring a smooth and memorable experience for all involved.
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set clear boundaries on last minute changes
prevention of last minute event changes is key. make sure to include rules for what happens if changes happen within a certain time frame.
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set reminders
be creative use memes or funny gifs as reminders for upcoming events with sponsors, suppliers and staff to to trigger the memory center of the brain, this also helps to boost camaraderie, and create a sense of community.
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use chatbots
provide 24/7 customer care with chatbots, gather data on your audience through polls and surveys.
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create training videos
create a staff training video that is sent to staff a week or two prior to the event that has a quiz at the end to ensure they have understood what is needed from them on the event day.
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social media planner
use a social media planner or scheduler such as buffer or hootsuite so that you can consolidate multiple channels into a single dashboard. this allows you to see your audiences reactions and engage with them from one platform.
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use an event management tool
great event management tools help you to do tasks like building your budget, finding event venues, designing your floor plan, collaborating with key stakeholders, and marketing.
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centralise event communications
use an event tool that allows you and your team to share all event communications such as, documents, contracts, updates, message thread consolidation, and see real time updates on tasks.
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face analysis software
facial recognition can be used to reduce manual event guest check ins and create programming heat maps and gather leads.
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create a to do list
good organisation always requires a checklist, ensure you create your list in order of priority to ensure the most important tasks are done on time.
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workload organisation
create 15-20 minute blocks for your work day and schedule breaks to remain productive. track each of your tasks and identify and weaknesses to ensure better work-life balance.
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create a plan of tasks for staff on the day.
share this plan with them a week before the event, answer any questions you don’t want to end up micromanaging anyone on the day of the event.
remember success lies in strategic planning and effective communication. set clear boundaries, use creative reminders, embrace technology, and foster organised work practices. a well-executed event reflects dedication and professionalism, creating not just gatherings but cherished experiences. implement these strategies and enjoy planning your events. happy organising!
