So, you have been asked to manage or plan an event for the boss!
Trouble is you’ve got no experience, other than a few baby showers and birthday parties. It’s ok, breathe in. We can guide you through some of the mistakes that are easily made and hopefully get you off to a great start.
BUDGET, BUDGET, BUDGET
This 6-letter word must be your first point of call, it will set your foundations up and you will know exactly what you can spend. Start with the overall figure and then break it down into sections.
Dependant on the event, the biggest expense will be your food and beverage component. Allow some contingency expenses in your budget for those unexpected fees. Regularly come back to the budget and update it, so you know exactly where the event stands the whole time.
FIND AND RESEARCH MULTIPLE QUOTES
It might be the easy option to just go with the first quote you get, but believe us it’s worth the extra time to get more than one. Make sure that you get at least 2-3 quotes per supplier so that you can compare the value and costs – your budget will thank you for it, as will your Manager!
It is also important that you can talk with the team that you pull together, as the ability to communicate with your suppliers is crucial to having a successful event. Sometimes the supplier that you connect with best may be the most expensive, this also should be a factor when you select the right people.
Lastly make sure you get a confirmation email or contract with your suppliers, something in writing that details what you have agreed upon. Then a few weeks out from your event – CONFIRM again.
HAVE A PLAN B, C, OR D
Sometimes in the lead up to an event, things completely outside of your control can seemingly send all your hard work up in smoke. The weather is always a hinderance, especially with outside events. Make sure you always have a contingency plan, or better yet, multiple. We love the saying ‘If you fail to plan, you plan to fail’. Dealing with these stressful situations is made much easier when you know there are back up plans in place.
ASK FOR HELP
Feeling in a state of overwhelm is common when planning an event, but it doesn’t have to be so. It is important to ask for help when you need it and, if possible, delegate the less onerous tasks to others who are in a position to assist. Break down each task into a checklist. Focus first on the bigger tasks that are most difficult to complete, and then reward yourself with completing the easy tasks.
We hope that these points have given you a moment to breathe. Event Management sure isn’t for everyone. So, if you find yourself in the position of managing an event and not sure how to start or need help, come visit our world at The Modern Event Planner, because it’s where your events belong.