ANTICIPATING NEEDS: THE ART OF EVENT PLANNING - PART III

In this blog series, we’re exploring the multiple stages of event planning, providing valuable tips to maintain organization throughout the entire process and guarantee a seamless event execution. Our previous post examined the planning phase, highlighting the significance of defining your role, determining the event's purpose, and developing a comprehensive plan. In Part 3, we will focus on the execution phase, where you will serve as the primary point of contact, ensuring that everything operates efficiently and smoothly.

PART III: THE EVENT PHASE

The event phase can often be the most stressful part of event planning, especially if you have little to no experience. Here are some tips to help you navigate this phase with confidence.

Setting Up the Event Space

Setting up the event space is arguably the most crucial part of the event phase. After all, first impressions are everything. To ensure that your event space is set up correctly, it’s helpful to have a walk-through of the event space and check on the following things:

1. Create a floor plan: This will help you determine where tables, chairs, and other decorations should be placed. Be sure to consider factors like the number of attendees, the size of the space, and any activities that will be taking place.

2. Test the audio and visual equipment: Make sure that all microphones, projectors, and other equipment are working properly before the event begins.

3. Set up tables and chairs: Use your floor plan to determine where tables and chairs should be placed. Be sure to leave enough space for attendees to move around comfortably. Make sure there are enough trash cans!

4. Decorate the space: Add any decorations or signage that will help make the event feel more welcoming and professional.

5. Check the temperature: Make sure the temperature in the event space is comfortable. Take into consideration that the more people in the room, the warmer it will get.

Managing Vendors and Attendees

Managing vendors and attendees can be a daunting task, but with a little bit of preparation and organization, you can ensure that everything runs smoothly. Here are some tips to help you manage vendors and attendees effectively:

1. Create a schedule: Make sure that all vendors and attendees know exactly when they need to be at the event and what their responsibilities are.

2. Assign responsibilities: Make sure that each vendor and attendee knows exactly what they are responsible for. This will help ensure that everything gets done on time and that there are no misunderstandings.

3. Communicate effectively: Make sure that everyone involved in the event knows who to contact if they have any questions or concerns.

4. Be flexible: Remember that things don't always go according to plan. Be prepared to make changes on the fly if necessary.

Being Prepared for Unexpected Issues

No matter how well you plan, unexpected issues can and will arise during the event phase. Here are some tips to help you be prepared for anything:

1. Have a contingency plan: Make sure that you have a plan in place to address any unexpected issues that may arise. This could include things like bad weather, technical difficulties, or unexpected cancellations.

2. Stay calm: Remember that you are the face of the event. If you panic, your attendees will panic. Stay calm and focused, and your attendees will follow suit.

3. Keep a positive attitude: Even if things don't go according to plan, remember that your attendees are there to have a good time. Keep a positive attitude, and your attendees and co-workers will too.

Caring for Speakers and VIP Guests

Speakers and VIP guests are the stars of the show. It's important to make sure that they feel welcome and taken care of. Here are some tips to help you care for your speakers and VIP guests:

1. Create a separate area: Create a separate area for your speakers and VIP guests to relax and prepare for their presentations.

2. Provide refreshments: Make sure that your speakers and VIP guests have access to food and drinks throughout the event.

3. Be available: Make sure that you are available to answer any questions or concerns that your speakers and VIP guests may have.

Remember, the event phase is all about staying organized, anticipating problems, remaining calm, and staying focused.

| Credits: Author: Jacintha Payne; Photography: Jacintha Payne |