How to Manage an Event Successfully

Big and small events occur year-round, whether in person or online. But no matter their size, most have similar important metrics that you should track in order to manage a great experience.

We’ve outlined some event planning tips, so you can effectively manage your team from Day 1 for your next event.

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The Critical Elements of Event Management

From corporate events to weddings, there are some critical elements that can make or break your event before you begin.

Event Planning Requires Clarity

A great event planner can stay the course if they know why the event is happening, who should be there, and what is required to entertain guests all while not spending too much. Event planning should have a theme to keep everything consistent.

If you’re hosting a party with an “Under the Sea” theme, for example, bouquets of flowers would not be appropriate (seashells might be a better choice). In other words, you need to define the basics of the event at the beginning. The more specific, the better. This will include things like the

As far as event goals go, you might want to also keep track of:

Having clear, measurable goals is one of the core elements involved in effective event management. Make you keep those Key Performance Indicators (KPIs) close at hand along with your event planning checklist of things to do for the big day.

Choosing an Event Date

With the event concept and measurable goals outlined, it’s time to plan when the event will occur. This hinges upon various factors.

Firstly, how long will the event last? Depending on the couple, a wedding may be only a day or a three-day weekend. A company seminar may last for two days. Dates for longer events are usually planned months in advance, so ensure that you choose a date that’s far enough into the future to give you time to plan.

Secondly, the chosen date may be convenient for your employer, whether that’s a couple getting married or a company, but it may conflict with other things. Before advertising the date, ensure that the event venue isn’t booked or that there aren’t any other events and holidays happening around that time. You want your event to have the spotlight.

Put Together an Ace Event Planning Team

Successful event management requires a team that can work together and uses their strengths for the event’s benefit. Assign each member of your event management team to their suitable tasks.

If Jacqueline is a whiz with mechanical equipment and Daniel is a social butterfly, make sure you have Jacqueline dealing with video and camera setups and Daniel directing guests and answering questions.

Remember: Just because you’re in charge of a team, it doesn’t mean that you don’t do any of the work or not check in with team members. An event management team helps you to progress smoothly and brings your attention to issues much quicker. And you have less stress on your shoulders compared to handling everything yourself.

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Manage a Successful Event with EventPro

You don’t necessarily need an “ultimate” event planning guide, but what you should have is EventPro’s event management software to make event planning easier. Whether you’re a new kid on the block or a seasoned event manager, you can benefit from all of the useful features our software has to offer.

Our standard features can help you to hit the ground running with:

Think about your workflow at previous events. Were you writing everything down by hand? Did you lose critical information because a sheet fell out of your binder or bag? EventPro’s standard features alone save you from many headaches.

Book a demo today to try it out!

Contact Us

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Email: Solutions@EventPro.net

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Email: Software@EventPro.net

Phone: 0333 022 0385