Event Mastery: 5 Hidden Gems for Perfect Planning

After many years of holding successful events across the public, private and charity sector I learnt and developed what made events successful. This included workshops, training series, conferences up to 100+ attendees and advisory committee meetings.

Follow my 5 top tips for event planning to hold a successful event.

1. Have at least two people involved in planning the event

With the minimum of two people involved with the planning of the event ensures that that no one person has all of their energy depleted from the run up to the event. If someone is not able to work, others are able to pick up tasks that need to be actioned quickly as they are already aware of key details and where documents are saved.

It is also good to have more than one person involved in the planning process as you are able to gain fresh ideas and ensure all elements are thought about and not forgotten.

2. Ensure you have an event host on the day to act as a trouble shooter

Having someone dedicated to act as the event host ensures that you have someone to be the lead contact between the event and the venue to act as a trouble shooter on anything that arises. This ensures that the event lead can focus their energy and tasks for the event.

The event host can also act as the hospitality lead, including welcoming anyone who arrives late and ensuring they settle quickly as to not disrupt the event lead.

3. Visit the venue yourself to ensure they have the equipment you require

By visiting the venue yourself you can ensure that they actually have the equipment you need for the event and not rely on others understanding what you mean and know your minimum requirements.

Whilst there you can also check other things, such as whether the space can be used in the way you want, including how it can be adapted for smaller groups, how the lighting looks, the acoustics and that accessibility requirements are met.

4. Nurture supplier relationships that you trust

By building and nurturing supplier relationships, such as caterers, printers and equipment suppliers, this ensures that if you have a last minute issue and need to change suppliers, they are more likely to either help you or recommend one that can.

5. Catch up with colleagues frequently & have documents accessible to all

Catching up with colleagues frequently means that no tasks are missed off the plan and if you struggle to get a response from the event lead for their input, you can ask them at the regular catchup.

Having the documents in a location accessible to all, means that when you have something to share with them, you simply email with a link, rather than re-sending the document and getting confused by which version you are looking at. Therefore ensuring you all have access to the latest versions.

By following all of the above tips, along with those you already know will ensure you have a successful event.