Every event is unique and different that’s why only a number of rules are set in stone. Being and event project manager requires you to be organized and flexible at the same time. This allows you to learn and adapt to situations and make your events much more successful. Go beyond just managing events, where you can make each of your events amazing using these 10 tips
Make your objectives clear
Meet with your client and collaborate with them what their definite goals are for their event. Make everything specific and whenever possible use numbers, like the number of questions in a question and answer segment, etc.
It is best to confirm the event details the soonest. Look up your contacts as early as a year before so you can pick the best venues that you want and take advantage of early-bird prices. This saves you not only from headaches, but money and time as well.
Negotiate with suppliers
Suppliers understand that every event has a different approach. This is why they offer customized services and flexible prices.One tip is to know how much your budget is for a supplier and then offer them 5-10% less, instead of asking them for a quotation.This helps you stay on budget even if the supplier raises their negotiation of price.
Organize your network
Keep in touch with suppliers and venues that you had great experience working with. Take advantage of your social network to build an effective team, including your former colleagues and volunteers.
Adapt and adopt
There are new technologies that are being applied to event management. Adapt and adopt them so you can deliver wonderful new experiences and get ahead of competition. You can:
1) Use online surveys to gather feedback on live speakers
2) Use a pre-event survey to crowdsource your next event venue
3) Launch an event app to help your attendees get to the right place and time
4) Make use of an Instagram printer to give more impact to your event.
If you do decide to use new technology that you are not familiar with, assign someone who knows about it and put that person in charge so they can troubleshoot incase a problem arises.
Do a run through
Every event needs to have a run through – no matter how big or small the event – so you still have room to make changes in the program and have the time to prepare for it beforehand. Schedule a rehearsal with your team members, volunteers and even hosts one week before.
Take note of the participants
One key to handling a great event is by listening to your attendees. On the event day, focus also on your attendees along with your tasks. Talk with people to know their feedback and how you can intercept possible challenges during the event.
Every event is a learning experience
After every event, huddle with your staff and volunteers so you can discuss what was good and what wasn’t during the event. This is an effective way to gather your team’s feedback and suggestions and better improve for the next event.
Follow-up is the key
A week after the event, send an email to your staff, attendees and volunteers. Include in your email a final feedback survey with questions that are customized for each of the group. For your staff, you can ask them to fill out a staff satisfaction survey For the attendees, you can ask them to rate the venue, the suppliers and to comment on the overall aspect of the event For volunteers, you can ask them to rate their team organization and their team leader.
Let your events change you
Use the feedback and surveys you have gathered and learn from it. Implement what worked well, change for the better and discard what was inefficient. You can:
1) Compare the satisfaction of your attendees to the cost of your suppliers. From there you can see and take out which supplier didn’t add to the value of the event.
2) Point out teams that care understaffed so you can allocate from other teams.
3) Pinpoint the areas where your volunteers or staff failed at their jobs and focus your training on these areas.
Every event lets you learn and change how you can adapt to your next event and make it more meaningful.