Everyone wants their events to be memorable, but only for the right reasons. Disasters at social, charity, or corporate events are only funny in the movies. The goal of any event planning company is to have attendees leave happy after a wonderful and successful experience.
An event planner has a lot in common with a military general. To succeed, there must be extremely detailed planning. It’s also necessary to delegate while still remaining in overall control. Above all, it’s necessary to understand that something will happen to disrupt those carefully made plans.
Don’t Forget About Murphy’s Law
The best event management companies hold a risk assessment session early in the planning process. Assemble everyone on the team and allow plenty of time to brainstorm everything that could go wrong, from bad weather to a no-show keynote speaker to not enough wait staff to serve the dinner.
What impact would foreseeable problems have on the budget? How can these risks be mitigated? This exercise can help to identify the weak points before any real planning has even begun.
Don’t Forget to Keep Track of All the Changes
Changes will happen—probably quite a few. A great event management company will document, communicate, and control changes. The people making change requests can get caught up in “wouldn’t it be great if we could…” without understanding the impact it would have on the budget and the timeline. An event planner needs to be a diplomat as well as a general.
Don’t Put the Wrong Person in the Wrong Job
In event management, you must fully understand the capabilities of everyone working on the event, including the event team, vendors, contractors, volunteers, and any other resources. It’s essential to match skills to the job. It’s equally important to know what those involved in the event cannot do or if there are any hidden talents. Most importantly, the world’s best plans can’t compensate for a lack of talent to do the work.
Experienced event management companies know things go wrong and make plans to prevent problems. They control the planning, the process, the budget, and any changes. They know the strengths and weaknesses of all their resources. When the event is over, all the hard work is worth it when you hear, “That was so much better than we ever expected!”