3 Expert Tips for Planning a Hitch-free Event

The event industry is one that is not meant for the feeble-minded due to the demands the job places on the practitioners. The demands of the job make an attribute such as thoroughness, a necessity for an event planner. The details an event planner pays attention to are relatively similar no matter the kind of events she handles. Having had an interview with Pelumi, CEO of Lumirolls events, located in Lagos, Nigeria, here are few essential recipes for making a success out of an event:

Pelumi, CEO of Lumirolls events

1. Initiating

This is when a client brings an event planning deal. When the purpose of an event is not known or stated, its success cannot be measured; therefore, a good event planner should understand clearly, the client’s intent for the event i.e. is it to raise fund, network, celebrate, etc.? This is important because through this, you will get to know the calibre of people that is expected for the event. With the aim and targeted audience of the event in mind, you can then set your trajectory as to how it will be achieved.

2. Planning

You can begin the planning process by having a checklist of all the things you need to do and have in order to have a successful event. A checklist is important because it makes it easy for you to have a visual representation of all the things you need to do as well as specific timeline on when each task should be done. A checklist also helps you stay organised and focused. At the planning stage you consider the following;

  • Potential venues
  • Potential vendors
  • Project managers
  • Team members
  • Budget
  • Identify and confirm speakers (if any)
  • Design and develop publicity pieces (For corporate events)
  • Guest sitting arrangement

Pelumi however advised that plans should be made for contingencies like extra guests, rainfall (despite a weather forecast of the contrary) and technical malfunctions. Being able to deliver, regardless of unforeseen circumstances, is a distinguishing feature of a good event planner from others.

Scene of an Event Organised by Lumirolls Events

3. Executing

It is one thing to plan and another thing to execute. Fine, you have your blueprint, you’ve decided who should do what, when and how, but crossing your fingers in your office and expecting everything to fall in place as planned can have you in disarray when reality does not tally with your expectations. There is the need on your part not just to be the planner but to be a team player as well; you must be aware and involved with what every team (no matter their number and size) is doing. Get feedbacks from the venue managers; know whether the decorators have the materials in their requested colours. How about the technicians? In what condition are their equipment? Are provisions made for the comfort of the guests? How about security? You must constantly get updates as to the state of things and also send out updates in order for duty not to catch anyone of your people sleeping. To sum it all; delegate, don’t abandon.

As an event planner, your major goal for every event you plan should be to give your client(s) an enviable and hitch-free event worth more than what they paid for. This will keep you as number one on their list of event planners.

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