Home
>
Top Quick Tips
>
Event Planning: Seven Best Practices Successful Planners Use

Event Planning: Seven Best Practices Successful Planners Use

Do you plan events for the corporate world like product launches, conferences, seminars, etc? If so, check out these seven practices of successful event planners.

It's easy to dismiss these points thinking they're trivial. I thought so too, once. I learnt better when I had events come apart because I chose to ignore these simple guidelines.

#1: Ensure that information flows freely across your team

You rarely do event planning in isolation. You'll almost always have a team of people to whom you've delegated various responsibilities.

It's very easy to make assumptions that everyone knows what the event is all about and how what they're doing ties in with what everyone else is doing. Both assumptions can be totally incorrect.

At the very beginning of the event planning effort, take the time to share your event's objective and your overall plan for executing it with every single one of your team members. It's best to get them all together to do this explaining.

On an ongoing basis, have regular meetings to assess the progress so that everyone is aware of all aspects of the event.

#2: Double check on speakers and all other performers

Sometimes, you come across events where the main speaker delivers his message wonderfully well, except that what he said had nothing to do with the purpose of the event!

Network with other event planners, find out who would be a good speaker for the event you're planning. Someone might be an excellent speaker for one event, but not necessarily for another.

Ask the speaker for references. Find out as much as you can from those references. Ask them how many times they've heard him speak. What did they like about his performance? What did they not like? Do they have any particular relationship with the speaker (which might color their opinion)?

#3: Do detailed planning with a timeline

To attempt to organize a big event in a haphazard manner is to flirt with disaster. You must have a written schedule of all pre-event tasks, with specific dates for completion and specific persons responsible for completing them.

That may sound very basic, but this is one of the things that cause events to fail.

#4: Read the fine print, know all details

As an event planner, you may be exposing yourself to serious financial and other risk if you are not entirely familiar with all aspects of the event.

That includes all contracts you sign, all written instructions, orders and more. Since you are the event planner, you're expected to be the expert on all these areas.

#5: Have a crystal clear purpose for the event

Have you attended a seminar where the topic was too broad and the speakers seemed to talk all around the topic in a disconnected fashion? That's what happens when you lack clarity of purpose about the event.

Is the event meant to be a strategic planning retreat for top management? Is it a seminar to bring medical professionals up-to-date on developments in a specialized field?

If it is a product launch, exactly what outcome is the event expected to achieve?

Only when you and your team know the core objectives can you organize a focused event that meets those goals.

#6: Purchase event insurance

Think through what could disrupt your event and what your liabilities would be in such a case.

Disruptions can include strikes, natural calamities, speakers not showing up, drastically reduced attendance and more. Figure out the monetary and legal consequences. And get insurance to cover it.

#7: Triple-check everything

This is one of the most useful planning mottos you can think of.

Someone may have promised you three months ago that they'll serve exotic Japanese snacks at high tea. Closer to event date but sufficiently in advance, check again to make sure they remember the commitment.

They have many other things to do and may have completely forgotten what they said months ago!

That's why you need to triple-check everything as you go along.

These straightforward guidelines can save you endless trouble if you're planning and organizing events. Make them a part of your way of working.

Janet Burton is an experienced events planner. She also writes extensively and her articles cover planning tips, ideas for planning tips, useful planning tips and more.

shuttle to Midway Beardstown .. Lockport Chicago limo O’Hare

In The News:

The FBI has issued a warning that scammers are impersonating doctors, police and banks using spoofed numbers as "smishing" texts surge nationwide.

Communities with unreliable internet service stand to gain after Amazon's Project Kuiper launched its first full batch of satellites into orbit April 28.

Tech expert Kurt “CyberGuy" Knutsson says unsubscribing from spam might actually backfire. Learn when to avoid it and stop junk effectively.

Tech expert Kurt “CyberGuy" Knutsson talks about how the first nonstop beating heart transplant, called zero ischemic time, at Taiwan hospital changes surgery.

Kurt “CyberGuy" Knutsson: FBI warns of "time-traveling" hackers.

Kurt “CyberGuy" Knutsson talks about a soft, vine-like robot called SPROUT that aids safe survivor rescues in collapsed buildings.

Health insurance giant Blue Shield of California confirmed it had been sharing private health data of 4.7 million users with Google for three years without even realizing it.

Delta and JetZero’s blended wing body aircraft marks a meaningful step toward a cleaner, quieter and more efficient future for air travel.

Recent reports show many common passwords can be cracked in literally seconds. Kurt the CyberGuy explains how to strengthen your passwords.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

Iron, a robot that stands 5 feet, 8 inches tall and weighs 154 pounds, combines advanced artificial intelligence with human-like movement and exceptional vision.

Hertz, the rental car giant, recently confirmed that customer information was exposed through a cyberattack on one of its software vendors.

There are a number of features with AirPods you may or may not know about to take your listening experience to the next level. Kurt the CyberGuy explains.

These 35 Chrome extensions have privacy and security concerns. Tech expert Kurt “CyberGuy" Knutsson says to delete them now.

Tech expert Kurt “CyberGuy" Knutsson says 329,000 mph fusion rocket promises to be fast, disruptive and enable deep-space missions.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

Tech expert Kurt “CyberGuy" Knutsson says a new autonomous AI is a game changer that also raises privacy risks. Is your data safe?

Tech expert Kurt “CyberGuy" Knutsson says robots and drones are revolutionizing fruit farming with faster picking and smarter handling.

Landmark Admin revises May 2024 cyberattack scope to show twice as many people were affected. Kurt “CyberGuy" Knutsson gives tips to help stay safe from an insurance data breach.

Tech expert Kurt “CyberGuy" Knutsson talks about how Yamaha’s hydrogen outboard motor could revolutionize boating with zero emissions.

Tech expert Kurt “CyberGuy" Knutsson reveals how to memorialize or remove a deceased loved one’s Facebook account and protect their digital legacy from misuse or scams.

Tech expert Kurt “CyberGuy" Knutsson says an Apple Watch saved psychiatrist Amanda Faulkner by detecting deadly leukemia early.

Scammers and fraudsters are increasingly targeting the most vulnerable, especially nursing homes and the personal data of their residents. Kurt the CyberGuy has safety tips.

Infected USB flash drives can spread malware among multiple organizations in ways that can easily bypass traditional security systems.

With a fully automated warehouse system and AI-powered robots, Ocado's Hive picks, packs and delivers grocery store orders in just a few minutes.

Event Planning: Seven Best Practices Successful Planners Use

Top Quick Tips