Event planning can be overwhelming and chaotic if you don’t have a good plan of action, especially planning multiple events at once. As an event planner, you must be organized, communicate well, and keep accurate records. Here are a few tips to ensure you have a firm handle on everything to help execute your event successfully!
Technology & Event Planning
Technology is an event planner’s best friend! If you haven’t done so already, research and utilize an event or project management software. Personally, our team uses Monday.com. Monday allows us to create a template process that we can easily duplicate and customize for each new event. This process spells out all steps applicable to each event (so nothing is forgotten) and is updated daily to help us track progress and timelines.
We also recommend using an online file storage system, like Google Drive to organize event documents and notes. Try creating a folder for each event you are hosting to file up-to-date registration lists, venue contracts, and event notes. We know an event planner rarely has a moment to spare and never has the time to sit at a desk with a laptop at an event. Creating an organized electronic filing system allows you to quickly access and share anything directly from your phone.
Printed Event Materials
While electronic files are critical for event planning, it can also be helpful to create a printed binder or folder for some events. Having hard copies of the most important event details on hand at your event is a smart contingency plan. (You never know if the internet will be reliable or if suddenly your phone will break!) We recommend keeping hard copies of some of the information on hand:
- venue contracts
- banquet event orders
- event agendas
- attendee lists
- room layouts
- and the like.
Be Prepared for the Unknown
Sometimes no matter how organized you are, glitches will happen. Event planners are probably used to the concept of: “it’s not IF something will go wrong, but WHEN something will go wrong.” We don’t say this to scare you, but we always recommend you prepare a list of things that could go wrong at an event. Along with what-if’s, think through some backup solutions, so you’ll be ready to take on anything that comes your way. The key is executing an event with guests unaware that anything has gone astray.
Ultimately, every event planner needs to find the organizational system that works best for them. However, we’ve found the key is having quick and easy access to information. Once you have a solid plan in place, you can reduce stress, create a seamless process, and allow your creativity to flourish.
Looking for some help organizing your next event? Our team of experts are here to assist you during all stages of event planning and management.
Jess is the Events Manager at Innereactive. After gaining 11 years of event experience in the food industry, she’s ready to take on the optical world. She’s very passionate about helping people, simplifying processes, and creating positive experiences.