Event Management, Management Tips

Secrets for successful event management

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The calendar is full of events of any kind. Professional and personal events take place every day but not all of them succeed. Only a few events stand out and are much better than average. But why? What makes them different?

Event management requires more than hard work. You need to know the secrets to give the public what they expect or even more. The following are ten key points that you must follow if you want to be a successful event manager:

  1. Choose an appropriate data and time: try to avoid coincidences with other mass events, like important football matches or even Tv shows, like the premiere of the last chapter of Lost.
  2. Choose the best place: don’t save costs in this chapter of the budget. People will be pleased to be in a representative building or in a very special place and this will help to transform the event experience into a positive message from the event responsible.
  3. Prepare a program focused on public: think in your public and not in other people related with the event. Public is the first, so examine each little detail from start to end.
  4. Work with the mystery factor: you can play with the mystery factor like Apple and other companies do to make your event more interesting.
  5. Publish only the important information related to the event and avoid other less important. Don’t forget to mention clearly how to arrive directions and a detailed schedule.
  6. Simplify the registration and accreditation processes as much as possible.
  7. Demand your team a friendly attitude with the public.
  8. If there is time for lunch, take in consideration being innovative and offer something new, but be careful with cultural differences related with gastronomy.
  9. Invite someone with charisma who can contribute with a special point of view related with the event.
  10. Avoid unnecessary commercial messages and always keep your promises with the public.

Bonus: You can’t always control all the factors and you must assume that not everything will go as planned. So there are a few extra rules to apply if something does not work as expected:

  1. Be water my friend: Keep calm if things go wrong. You will have time for accountability after the event.
  2. Be prepared to be very flexible, much more than you would think if is your first event managed.
  3. Don’t try to cover unexpected expenses or mistakes that don’t reconcile the budget. Be always honest with your partners.

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3 Comments

  1. Le_Corbu: January 13, 2012 01:44 pm

    Event planning is a really hard task, even for small events, so it’s nice to have a small guide and advice on that. Thanks!

    Reply  
  2. Bruce Latta: January 14, 2012 09:27 pm

    Thank you for sharing the information. You are right it is more than just hard work. We should always be open to learning and improving, reviewing and critiquing in order to be better at what we do. I have managed many events- from the largest to the smallest. The formula is always the same only a different degree of intensity determined by the size of the event. Make sure to start the planning process well in advance. Constantly review your progress. Stay flexible in order to handle complications. Exceed expectations. Provide exemplary customer service. I have visited and reviewed many events and it is amazing the difference in the quality of the productions. With some its obvious with their concern for all details why they are successful, others seem to succeed by accident, while others are destined to fail because they don’t seem to know (or care) what they are doing. Be prepared for most anything to happen that you must adjust to- and have contingency plans. I have experienced power outages, sewer back up and flooding, medical emergencies, car accidents in the parking lot, no shows, fist fights between exhibitors, lost kids, lost seniors, fires, traffic congestion, earthquakes, unconscious inebriated individuals, over crowding, no crowds, carnival ride accidents, media scrutiny, and even an exhibitor fly over tossing out flyers for free gifts at his competitor’s booth (we almost had a riot at the competitors booth with the crowd demanding their free gifts). When it’s your event people will turn to you for answers and solutions and you need to be calm and prepared. And most importantly, do a post event evaluation. Make sure to seek input from all sources and review all details.

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  3. Erriccson Waugh: January 22, 2012 08:58 am

    Thanks for the secrets you exposed. As a event manger I truly think whatever you mention or suggest people to make success in event management is appreciative. Keep it up.

    Reply