Events planning can be both tedious and a rewarding experience. Here at the World Trade Center Manila
, they say it's all about perspective. Sometimes, event planners tend to make things more complicated than they have to be – a common trait of people who usually deal with multiple things at once. In any case, once we get the idea that events planning is not rocket science, it’ll be a breeze to organize any event with flying colors.
Of course, every event planner wants to enhance the details of their event. The good news is you don't have to be an expert to accomplish that, but having some basic knowledge won't hurt. Here are some things you need to know about events planning:
- Know the Registration Process – Needless to say, even if you're not supposed to man the onsite event registration, you need to be aware of how it works. A general overview of the registration process is the key info you need to help out the registration desk should it gets bogged down, providing a smooth and enjoyable experience for all the attendees. Some additional information you need to know include learning the miscellaneous event equipment, giveaways, closest printing equipment for additional signage and posters, etc.
- Know the WiFi Requirements – Obviously, WiFi is more than a luxury nowadays. It's a necessity, and your event is no exception. Attendees will be probably be doing some networking and research on their mobile or wireless devices. The absence of a WiFi connection can be very disastrous, so event planners need to prepare accordingly. Make sure that there will be a dedicated WiFi connection for your attendees, and take note that some of the speakers and exhibitors might need WiFi as well, so make sure to set it up ahead of the event.
- Know the Back of House Functions –Service staff are required to provide optimal service, and you can find vendors you work well with, who feel like an extension of your team. Having a working relationship with these people can be mutually beneficial in chaotic situations, where you could use all the help you can get. Like they say, it's really all about the relationships.
- Have a VIP Plan – It is very common for high-profile events to have a lot of VIP guests. If you have them attending your event, having a concrete protocol in place will ensure your event shows the professional tone you want your attendees to feel. Identify your VIP guests way ahead of time, and make sure to distinguish their roles in the event. Additionally, make sure you have entrance and exit strategies and you've considered whether you will need additional security. Develop a clear plan for where the VIPs will be at various times of the event. If your VIP is a speaker, arranging for a green room is a nice touch that will allow him or her to relax before taking the stage or performing.
- Have a Clear Communication – Knowing your responsibilities can be more than helpful in events. Knowing what you and your client are responsible for will save both parties the hassle of duplicating efforts, which is not only a waste of time, but also a waste of resources. Setting out the responsibilities as part of the contract is a great practice and can help avoid many misunderstandings. For instance, you may be responsible for setting the menu for the event, but your client may want to book the caterer, etc.
- Have a Clear Project Management Procedure – Being organized is only a small part of project management. It is very important that you know how all the parts fit together and how they affect each other. You will be the main contact for your client as well as all the suppliers involved in the event. Well-honed skills in the areas of diplomacy, negotiation, and conflict resolution are expected and required from you. The smallest details can make the biggest impact on your client’s experience. These can affect your reputation in the long run, so it is of the utmost importance that you know every detail of the event.
- Have a Social Media Plan – Finally, social media presence is a very important part event analytics. From start to finish, you will be responsible on how you market the event in social media, and it required to make use of this marketing channel. Part of your responsibilities include designing a clear and clever hashtag prior to the event, developing a plan to monitor posts and hashtags to make your event trends, and being aware of what the attendees are sharing about your event.