The Recipe for Flawless Event Planning
Event planning is much like a jigsaw puzzle. The pieces must fit in perfectly for an event to run seamlessly. The success in organizing an event with the proverbial wow factor depends on many factors. Here’s a rundown of important steps that can lead to that success:
Understand/Agree on Event Objectives. In this early phase, it’s imperative that you clearly understand the client’s objectives for the event. Ask your client what their ideal event would look like if there were no restrictions. Once the event objectives are defined, even with a broad brush, a good planner can then develop a list of what pieces are essential, and which ones are not? This can then be incorporated in the budget plan that is developed in the next phase so that the client can make informed decision as to what to allow and what to eliminate if they exceed the agreed-upon budget.
Understanding the client’s requirements. If your client wants a conservative business meeting and you deliver a Roaring Twenties theme party, you’re in trouble. To succeed, you need to know all of your client’s requirements in detail before you can arrange an effective event.
Know Your Budget. As a critical part of understanding your client’s requirements, you must develop a thorough and accurate budget. Start by using a spreadsheet, and add line items for every single detail that is going to cost money. Your estimates should be as accurate as possible. You must then get your client’s approval before you can proceed with hiring vendors or making binding arrangements on behalf of your client. At this stage, it is advisable to have at least a preliminary contract signed with the client, based on which you should require deposit(s) from your client.
Choose Your Vendors Carefully. The choice of vendors reflect directly on your credibility as a planner and can make or break the success of an event. Do your homework. Contract with reliable, reputable vendors who can meet your clients’ needs exactly. Be sure you can count on your vendors. Vet vendors carefully.
Ensure Full Coordination at all Levels. Make sure you have a cooperative, “well-oiled” team (employees, vendors and temporary staff) around you and that everyone understands their respective roles in the production of the event. As the expression goes, you’re only as good as your weakest link. Avoid weak links!
Strive to Always Deliver Exceptional Customer Service. The golden rule in the event planning is to make the event right. Most clients are compassionate if a problem arises at an event. However, a client is rarely forgiving if they feel they have received poor service. Don’t forget the tenet: Exemplary customer service is a guarantee of success.
In a Nutshell: Now that you know some of the key success factors in planning flawless events, be alert for any danger signs. A good planner can react to unforeseen situations quickly thereby avoiding financial and performance disasters. Much of effective troubleshooting is within your control and consists simply of making adequate preparations. Remember, the best way to deal with unforeseen circumstances you can't control is to remain as flexible as possible and be willing to try new strategies.
For your next flawless event, call on the professionals at GMS Events to help you roll out a worry-free event.