Whether you are a brand or an agency, event planning will always be a crucial part of your marketing strategy. Ahead of any event you are planning, be it an internal event, a launch party for a new offering for your company, or a promotional event, it can always be helpful to have a few best practices in mind before planning:
1. Make a budget! Whether you’re planning your wedding, a fundraising event or hosting an event for 500 people, you need to start with a baseline of how much you’re looking to spend and somewhere to track your purchases and expenses throughout the planning process. Excel is a great tool for this. Plug in as much information as you can and utilise its mathematical capabilities to total the amounts you’re including to keep track of everything in one place.
2. Think it all the way through. Take a moment to sit down and visualise your guests journey from start to finish. This will help ensure you’re not missing any major details. How do they find out about it? How do they RSVP or do they need to? How do they get there? What do they do when they get there? Do you want or need them to remember after they leave? This is just skimming the surface but it's a really good tool and way to gut check yourself. You can even lay it out in a presentation if you need to share it with colleagues, sponsors, partners, etc. At NA Collective, we develop PowerPoint presentations for every single event we produce so that everyone is on the same page and you can have visuals of all your details.
3. Don’t be afraid to ask for help or advice. You can’t do everything by yourself and you can’t be an expert at everything (unless you’re a superhero!). Reach out to your contacts, especially those that you think may have done something similar or may be able to provide some insights. In the event space, it really is all about knowing the right people to do the right job and you’ll never know if you don’t ask.
4. Delegate (whenever you can). Most events can’t be pulled off with just one person without becoming stressful and disorganised because, unless you’ve cloned yourself or have a fancy teleportation machine, you simply can’t be everywhere at once. One common mistake is trying to do everything on your own to save money. It may save dollars but it can cost you your sanity and the smooth execution of your event. If you don’t have funds, ask some friends or people with aligned interests or your family. I guarantee at the very least you’ll come up with at least one, if not more people willing to take on a specific task at your event.
5. Stay calm and organised. As it gets closer to your event the stress will start to build. You always feel like you have tons of time and then it simply evaporates, even if the event seems super small and simple. The more organised you are in your planning, whether it's budgets, lists, timelines, tracking docs, etc., the more you can ensure you don’t forget when you get stressed. There will always be something that gets messed up last minute, it’s inevitable, but the ability to think on your feet and make calls to the right people will always save you in a pinch. If you’ve followed the steps above when that last final ball drops you’ll be cool and collected to figure out the best way to fix the problem.
Chiara Adin is the co-Founder of NA Collectiveview more - Trends and Insight