Event planning tips
Event planning is a science and an art as well. To fulfill its science, we have to be technical, logical, scientific and nominal. For its art, we need to be classical, traditional, artistic, creative and imaginative.
Either large or small we have to follow some tips and rules:
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1. Begin Early: Time is a key role to plan an event. Start planning four to five months for a big scale event or two month prior planning for a small scale event. Try to confirm all main contracts of venue, vendors, decoration, invitations and carter before a month. Do a post event brief to you member handle them their task in printed form of paper.
2. Make a Document:
Make a checklist of all tasks you are doing and assign work and deadlines to all member so your team. Dates can be changed but paperwork in very essential. Check all the things before a day and tick them on your checklist.
3. Consult with Vendors: Negotiate with you vendor, make a mind of prices and then discuss with him. Before a chat with a vendor, write list of things you needed and bargain about prices 20% low from their rate. Ask them to cut price on service rates and taxes. It will really help you out to maintain your budget. Go To win the given bid vendor will offer you discount of lower rate to boost up his business.
4. Split and Defeat: Divide your team members to different groups and assign them respective task to perform according to their own abilities. This will help to perform work in some orderly, tidy and arranged manner.
5. Use Social media power: Again without the involvement of social media you can’t give coverage and exposure to your event, Use face book, twitter, hash tag, you tube etc to create and buzz and spread a word to each and every corner.
6. Create an Event folder: event day is always hectic even to planning from months. Keep a simple folder with all contracts, telephone numbers of vendors and invitees, employee information etc.
7. Have a backup plan: If something go wrong or late then you must have a emergency and backup plan with you. Don’t forget to do detail work on it.
8. Make sketch in mind: before two weeks of event make sketch of whole event in your mind as you are attending and arranging the event. You can cover many flaws by doing this. Then again make a whole scenario and circumstances in your mind a week before; this will help you to wrap up last minutes details.
Also read:
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9. Take Pictures: Event’s success will be demonstrated by the pictures. Hire a photographer to take snaps of every nick and corner of the event. If not, assign a team member to the task and equip them with a high-quality camera. If not possible give a task to your team member to take pictures. This will help you to capture the customers in future by showing them previous work
