Guidelines for Event Planning 4.0: Team - Who Is Going to Help?

In this blog we will tell you about the importance of having a team that assists you in te process of organizing an event.

  1. Delegate responsibilities.  
    No matter the size of your business, always try to delegate responsibilities. Having one person in charge of every detail typically doesn’t work out well. Whenever possible, let people take control of the areas they most enjoy. For example, let the foodie in your company handle the catering details. The more someone enjoys their responsibilities, the more likely they will carry them out with success.

  2. Follow up – and follow up again. 
    Check in early and often. Though no one wants to be micromanaged, make sure that employees and vendors are on track with their event duties. As long as people know you expect updates from time to time, they are less likely to become frustrated when you call for one. If you don't have time for this, hire an event agency to do the organization, so you can focus on your own business. 

  3. Sponsors are royalty – make sure they feel like it.
    Treat your sponsors like kings if you have them. They fund your event and enable you to organize it (if that’s your business model). Be very clear what they will get as sponsors.

  4. Always underestimate turnout for sponsors.
    If you think you can get 100 attendees, base your sponsorship pitch on a lower estimate. It’s better to give sponsors a pleasant surprise than a disappointing one.

  5. Ask people what they think, and be ready for feedback whether it’s good or bad.
    Ask for critiques. If you’ve done half a decent job, you’ll get good feedback. Say thanks, but then ask for the critique, be ready for it and do it better next time.

  6. Have a skilled social media team cover your event.  
    Don’t forget a social media team. More and more events are focusing on harnessing the viral power of their audience. If your audience is tweeting, Facebooking and posting pictures on Instagramyou should be doing the same and you will need a trained team to execute.

  7. Look for vendors who serve your niche and are willing to get involved.
    The best vendors you can work with are those who are familiar with small business culture. Look for vendors who work with small businesses frequently or who would get involved on a bigger level than their role.