26
Oct
Top Tips on Managing an Event

Managing an event can be a difficult affair, as our Entertainment Business Management students are aware. We ebmweb.jpghave put together some top tips to remember to give you a helping hand…

Planning

This is always the most obvious, but the most important.  
  • Start planning early- the earlier you start, the more time you have to iron out any issues. 
  • Write down the who, what, where, when, why and how. 
  • Set realistic expectations but also your dream aims. 
  • If you are working with a client, it is important to gather their expectations, ideas and identify their target audience. 
  • Trust your team. Make sure you pick a team that you can easily rely on, and agree roles and responsibilities for each element.
  • Prepare a deadline for each activity along the way – a Gaant chart works well here. Having a shared Google Doc can help everyone involved keep up to date with any plan changes. 
  • Check your plans with any key stakeholders. Their input is vital to the running of the event.
  • Have a checklist of everything you need to have for your event, and tick them off as you complete each task.
  • Put every event detail into an Event Manual so that both yourself and your event team can keep on track throughout the event planning, right up until event day.

Dive in

This is the critical point of any event.
  • Make sure you write down everything going on from every meeting so nothing gets missed. 
  • Forecast a budget to see how much everything may cost, and then seek approval for your event budget from the relevant parties
  • Start your Social Media Marketing campaigns keeping the attendees engaged and inviting friends. 
  • Start marketing through the media, brochures and emails. 
  • Don’t forget legal permits.
  • Plan all travel and transportation as these can strongly impact events for crowd management and timings for example. 
  • Keep an eye on the guestlist and VIP lists. 
  • Remain flexible – things will change, just be ready to roll with it. 
  • Negotiate. Negotiate with as many people as you can, as there will be unforseen costs for any event, so being able to cut some costs can go a long way to helping your overall budget. 

Just before

  • Double check you have hit your aims, and if not, why not? Can it be fixed?
  • It won’t be perfect and you can never please everyone. Things may go wrong but be prepared with a contingency plan to make sure what may go wrong is localised and dealt with accordingly and quickly.
  • Go through the whole event in your head from beginning to end to try and imagine anything that could go wrong, and how you can fix it ahead of time.  
  • Do a run through of the venue and event just before the event day.

On the day.

Arrive early. The event manager should always be the first one at the venue.
  • Greet all volunteers/ staff and make sure they know exactly what they are doing. 
  • Brief all event staff and volunteers prior to event start to make sure everyone is on the same page
  • Make sure any deliveries are correct and on time
  • Make sure all equipment is working ( microphones, speakers etc.)
  • Photograph EVERYTHING – this can be used for your portfolio, for the events reputation and for next years event promotion (if an annual event). 
  • Relax – a stressed event manager is an unhelpful event manager. 

Learn

Learn from your mistakes and general feedback to help improve your next event.
  • If you missed a deadline due to ‘something’, make sure that ‘something’ doesn’t happen next time. 
  • After the event, hold a debrief with all event staff to receive feedback on how the event went and discuss any issues that may have occurred during the day.
  • Ask clients and attendees for feedback – this could be through email communication. 

Good luck! 
For information on our Entertainment Business Management course, click here…