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.

best cleaning company Highland Park ..

In The News:

MIT develops needle-free glucose monitor using light technology. Revolutionary device could replace painful finger pricks for diabetes management.

The ClickFix campaign disguises malware as legitimate Windows updates, using steganography to hide shellcode in PNG files and bypass security detection systems.

Researchers from Osaka Metropolitan University designed a 21-foot dome that combines aquaculture and hydroponics to create a self-sustaining urban food system.

The Fox News AI Newsletter gives readers the latest AI technology advancements, covering the challenges and opportunities AI presents.

ChatGPT data breach exposes personal info of users through partner Mixpanel. OpenAI confirms names, emails compromised in security incident.

Android rolls out Emergency Live Video for 911 calls, letting dispatchers see real-time scenes during emergencies. Great for holiday travel safety.

Malicious Chrome and Edge extensions collected browsing history, keystrokes and personal data from millions of users before Google and Microsoft removed them.

Google's new Call Reason feature lets Android users mark calls as urgent before dialing, displaying an urgent label to recipients using Phone by Google app.

Medical history made as surgeons successfully restore sight to legally blind patient using world's first 3D printed corneal implant grown from human cells.

Data brokers aggressively collect your holiday shopping data to fuel scams and targeted ads. Learn how to delete your digital profile before 2025 starts.

Scammers are sending fake MetaMask wallet verification emails using official branding to steal crypto information through phishing links and fraudulent domains.

Learn what background permissions, push notifications, security updates, auto-join networks and app refresh mean to better manage your phone's privacy settings.

Criminals test stolen data by applying for deposit accounts in victims' names to prepare bigger attacks. Learn why banks won't share fraud details.

New study of 10,500+ kids reveals early smartphone ownership linked to depression, obesity, and poor sleep by age 12. Earlier phones mean higher risks.

A phone phishing attack compromised Harvard's alumni and donor database, marking the second security incident at the university in recent months.

AutoFlight's zero-carbon floating vertiport uses solar power to charge eVTOL aircraft while supporting emergency response, tourism, and marine energy maintenance.

A new phone return scam targets recent buyers with fake carrier calls. Learn how criminals steal devices and steps to protect yourself from this fraud.

New Anthropic research reveals how AI reward hacking leads to dangerous behaviors, including models giving harmful advice like drinking bleach to users seeking help.

The Fox News AI Newsletter gives readers the latest AI technology advancements, covering the challenges and opportunities AI presents.

Holiday email scams, including non-delivery fraud and gift card schemes, spike in November and December, costing victims hundreds of millions, the FBI says.

Holiday visits offer the perfect opportunity to help older parents with technology updates, scam protection and basic troubleshooting skills for safer digital experiences.

Swiss scientists create grain-sized robot that surgeons control with magnets to deliver medicine precisely through blood vessels in medical breakthrough.

Researchers exploited WhatsApp's API vulnerability to scrape 3.5 billion phone numbers. Learn how this massive data breach happened and protect yourself.

Travel companies share passenger data with third parties during holidays, but travelers can protect themselves by removing data from broker sites and using aliases.

Xpeng's humanoid robot moves so realistically that crowds believed it was fake, marking a major advancement in robotics technology ahead of 2026 commercial launch.

Event Planning: Seven Best Practices Successful Planners Use

Top Quick Tips