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A successful event requires planning, organization and preparation. With that being said, there are ways to make an event run more smoothly. Here are some helpful tips for getting the most out of your upcoming function!
Plan your event thoroughly
First things first. If you are organizing a wedding, a funeral or any other type of large gathering, then you should seriously consider hiring a professional event planner.
While it may seem like a no-brainer, many do it wrong. They don’t account for the number of guests, type of event or the highly personal nature of the event.
By getting it all wrong, an event can turn out to be not only stressful for the organizers, but for the guests as well. Not only will the organizer and/or the host be dealing with stress and frustration due to the event’s outcome, but so will the guests. If you are not careful, you could find yourself with a disaster on your hands. Get it right the first time!
Assign your core team members
While it is nice to have a general idea who will be helping out with your event, it is much more effective to assign tasks to your core team members as opposed to relying on hope that someone will step in.
You don’t know who you will need on your team until you start the planning process. Who do you trust to do what? Your guests? Good luck! In many instances, it may be better to assign tasks to your core team members and let them work on a ad hoc basis.
This way, they will still get the satisfaction of a completed project and won’t feel as though they are being put on “display” for other members of the team. If you have a specific list of tasks that you have assigned to your core team members, make sure that you follow through by using those tasks. If you didn’t assign tasks, don’t worry - the team is likely going to go out and look for themselves. Engaging in “free association” is not a good use of your team’s time and energy.
Make sure you have the right people for the job
While everyone has different skills and expertise, there are certain people who may be better suited to leading certain aspects of an event.
For example, if you are having a meeting to plan the event, it may be a good idea to have a certain person in charge of the meeting. However, if you are planning an after-party, you may want to have a different person handle the after-party. Be thoughtful about who you select for your team members. You don’t want to end up with a team who is completely homogenous. Certain members on your team must have certain skills and be able to work together as a unit.
Look for people with a similar cultural, linguistic or religious background to yours so that you can bond over common interests or experiences. In addition, you may wish to select your team members based on their level of experience. An experienced team member may be better equipped to plan and execute a smaller event. An entry-level team member may be better suited to plan and execute an outdoor event such as a BBQ or winter event.
Be flexible
It is likely that, during the planning stages, you will change your mind about various things. This may be due to a variety of things such as; your interest in the topic changing, the weather changing, the time of year changing or just basic human nature changing.
While it is easy to get attached to plans that have come together nicely so far, it is important to remain flexible and open-minded towards your team members. Even if you change your mind about various things, your team members should be able to maintain a professional demeanor and be able to work together smoothly regardless of your changing opinions.
If you have a hot-button issue that is currently dividing your team, it may be a good idea to approach your team members and say “this is our final decision on this and if you want to bring it up, we will wait until we are in the office.” This way, if you do change your mind, the discussion will be private and your team members won’t be feeling too pressurized.
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Be respectful towards others.
It is important to remember that, while your team members may be working towards a successful event, you are as well. Make sure that your team members are treating you with respect at all times.
This could be very simple such as; not using profanity, not using caps lock or using the “S” word. A more serious example could be; using the “M” word should be avoided completely as it is a highly offensive word that can be used in many different ways. When using language that is respectful to others, you are also being respectful towards yourself. If you tend to get stressed out when someone uses “S” word in front of you, it may be better to ask them to use “M” word instead. Never hesitate to say “yes” or “shut up” to an offending situation. This may seem like a no-brainer, but you will be so glad you did.
Conclusion
Now you know how to plan a successful event from start to finish! Planning your event is not only necessary, but helpful in the running of the event as a whole. Whether its a wedding, a birthday or any other type of event, planning the details ahead of time will make the difference between a great event and an amazing event. By taking the time to plan your event, you will be able to prevent stress and frustration from ending up in your event. You will also be able to enjoy your event more knowing that everything went according to plan.
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