Event Planning Tips For Event Professionals

Planning an event is a stressful process, even for a seasoned professional. You will never have enough time to plan everything and something is bound to go wrong at some point. As such, anything you can manage to put in motion to increase your efficiency will help to reduce your stress levels and make for a successful, strong event. From technology to time management, the following event planning tips from Expocart will ensure that nothing goes wrong:

  1. Organize Your Workspace and Your Time

You need to create an efficient set of work habits to help you create a foundation for a productive event planning process. Declutter your workspace and structure your days—set aside time to take short breaks.
A short break, even one that only lasts for 15 seconds can help reduce your fatigue levels. By taking proper care of your body, it means that you will gain extra focus and energy to handle everything else awaiting you.
Nonetheless, ensure that you leave one part of your workday open to handle anything that may arise. Close to 44% of event professionals believe that last-minute requests are their biggest productivity barriers.

  1. Know and Stick to Your Budget

The reality is that no event organizer relishes the idea of creating and using spreadsheets. However, to avoid misusing the funds at hand, you need to make use of the tech tools already at your disposal.
For instance, you can use advertising applications to establish which of your advertisements have led to actual sales.
You should also consider adding a contingency plan into the budget to cater for anything that may arise. Consider setting aside 5-25% of your budget as a safety fund.

  1. Choose a Reliable Venue

The location chosen by the event organizer can make or break their stress levels. Chances are that you are looking for a nontraditional location that will help you create a unique experience.
But as you strive to create an unusual experience, do not overlook safety. You will also need to look for a venue owner that is easy to deal with and trustworthy. The venue should also be ADA compliant.
A venue that provides things such as lighting, catering, and seating will help lighten your load. But then again, what about Onsite IT assistance? Wi-Fi? Any tech-related perks provided by a venue help simplify the planning process.

  1. Deal in Detailed Contracts

A detailed initial contract reduces the chances of getting into a misunderstanding or being manipulated by the other party. It is a fact that applies for the contracts you review from your partners as well as those you create.
Make it a point to request for full quotes, for instance, have the management send you the estimates for each venue. The estimates should include scheduling contingencies, taxes, and any other applicable charges.
It may seem tedious for you to read the fine print upfront, but it may help save you from unwanted headaches as the day of the event approaches.

  1. Try to Reduce Last Minute Changes

When orchestrating any event, you have no option but to work with various stakeholders: talent, consultants, and sponsors. For each stakeholder, make sure that you set your expectations in advance.
For instance, ensure that you make it clear to vendors that they will not be able to back out past a certain date. Consider putting in place penalties for any artist who cancels on you. While it is not possible to avoid last minute changes, you can still be able to discourage them.

  1. Check Ticketing Off Your To-Do List

Registration or ticketing should never be an extra burden to an event organizer. Your ticketing partner should, in fact, make it possible for you to actively sell the tickets without having to apply too much effort.
A good ticketing partner will help distribute the event tickets across the web as well as on discovery websites. They will also be able to sell tickets from these websites.
Then, make use of your platform’s integration with other technology tools, e.g., your email marketing platform or CRM to profit, orchestrate, and promote your events with minimal effort.

  1. Connect All Marketing and Advertising Platforms

You need to have an active social media account. Once you have set it up, try to automate it. Use publishing aggregators to schedule posts that will appear on various platforms. Schedule them in advance to free up your time.
The analytical capabilities of your publishing tools will help you to track your campaigns’ performance. When it comes to social media, you will need to strike a balance between hands-free and hands-on activities.