Preparing an event is a stressful job, as new tasks with tight deadlines can come your way at any minute. For this reason, event organisers like saving time by working more efficiently. Although there are no miracle solutions, the following ten tips will help you save time when preparing your next event and will help you achieve success.
- Start as soon as possible
- Choose the right tools
- Concentrate your efforts on priorities
- List EVERY task
- Delegate, delegate, delegate
- Hire externally
- Find volunteers
- Say goodbye to manual reports
- Communicate via targeted marketing campaigns
- Expect the unexpected
1. Start as soon as possible
As you know, planning an event is a monumental task. The more time you can spend sorting out each small detail, the more likely it is that your event will be successful. So, start as soon as possible. Not only will this reduce stress, it will also benefit you when you come to search for a location or personnel, and will give you more room to expect the unexpected.
2. Choose the right tools
There are an infinite number of tools that deserve your attention, such as project management applications like Trello, event streaming software like Livestream, and Weezevent’s ticketing, access control and cashless payment tools.
Numerous brilliant applications will make your life as an event organiser less stressful. The key is to find the tools that work for you and are suited to the type of event that you’re preparing. Carry out some tests and keep those that work best for your project and which match your budget.
3. Concentrate your efforts on priorities
Knowing how to prioritise your time and efforts as best as possible is an essential foundation to master. The more concentrated you are on the right objectives, the more successful you will be. This is particularly true when preparing an event.
There are a million different things that need to be accomplished for your event to be considered a success. So, where to start? Understanding what’s most important and where your priorities lie will enable you to concentrate on the things that really count.
First of all, define your overall vision. Then, prioritise your task list based on important tasks, not just the urgent ones. Finally, tackle each item on your list one by one. This framework will ensure that you manage your time well when preparing your events.
4. List EVERY task
Start by defining each task to be carried out in a list which includes the largest tasks such as booking a location, finding service providers, and working with a designer or graphic designer.
Once everything is in writing, you can start planning each task for specific time periods. Don’t forget to fix a deadline for each task and to indicate when they’ve been completed. This will ensure you remain organised and on the right track.
5. Delegate, delegate, delegate
Preparing an event requires a huge amount of effort, and you shouldn’t try to do everything yourself. Delegating is the key to a successful event. This will also motivate members of your team and help them feel more invested in their work.
Do your best to delegate the right tasks to the right employees, provide them with clear guidelines, and explain your expectations. Then, allow them to work independently. Delegating loses its value when you’re having to constantly look over your teammates’ shoulders.
6. Hire externally
Sometimes, delegating tasks to your team won’t be enough. You might find that you need to hire externally to help you achieve your goals. How can subcontracted workers help you? Well, in many ways, including developing websites, setting up on the day, and event photography.
Compensate for the skills missing within your team by hiring talented people via sites like UpWork and Freelancer.
7. Find volunteers
It’s entirely possible to find volunteers for your event, especially if your event’s main goal is to raise awareness or funds for a charitable cause. Start by searching among your acquaintances, and once you’ve exhausted your personal contacts, turn to other event organisers to discover how they find their volunteers.
Remember that just because you don’t pay volunteers, doesn’t mean they shouldn’t be rewarded for their help. If possible, offer them free entry to your event, meals or merchandising to thank them.
8. Say goodbye to manual reports
Many event organisers tend to carry out their reports manually using spreadsheets. Not only can this take much more time than necessary, it also generates more errors. Instead, opt for an all-in-one solution which can provide you with statistics for your ticketing service, your access control, and even your on-site revenue through the cashless system.
9. Communicate via targeted marketing campaigns
Customer relationship management (CRM) solutions are becoming increasingly essential for event organisers. Your attendees want a personalised experience, and it’s virtually impossible to offer this without having clear, in-depth knowledge of your database.
Fortunately, events are key touchpoints in marketing strategies. With each ticket purchased, access permit scanned and email opened, your relationship with your attendees grows. All of this must be synced with your CRM tool, then incorporated into your future marketing campaigns.
10. Expect the unexpected
Finally, with so many variables involved in preparing an event, things won’t always go as planned. It’s best to plan with this in mind.
We recommend that you allow some extra time for last-minute requests, especially in the weeks running up to your event. That way, you won’t be caught off guard and you will have enough time to get everything done.
These tips, when used together, can be used as a sort of event planning model and will help to ensure the success of your next event. If you’re looking for tools for ticketing and registration, access control, and cashless payment, discover all of Weezevent’s features by clicking on the button below: