Few rules exist when it comes to managing events. Each event is unique, so each requires a different approach. You need to be flexible and organized in order to be an event manager. It is this flexibility that allows you to adapt, change, and learn in order to make every event better. Event Management Survey Software will improve your event management abilities by streamlining time management.
Do more than just manage a single event. Make all your events memorable with these 10 tips to better event management.
What makes an event manager good?
What are the skills that every event manager should have? They must be able and willing to talk to others, but most importantly they need to listen.
Being highly organized will help you to manage information. You’ll do better if you begin planning early, but be prepared to make changes quickly. A good event manager will remain calm from the very beginning of the planning process to the very end.
The most important things to remember:
- Organization: You are responsible for knowing what’s happening at your event. This means you need to have detailed plans with documentation backing them up. Use this 6-step checklist to plan your next event.
- Flexibility: Be prepared to make changes in your event’s schedule. There’s always a change in schedules, whether it’s your staff, your vendors, your speakers or the venue.
- Be open to feedback: A successful event should provide an enjoyable experience for all attendees. Listen to everyone’s feedback about your event, from the planning stage to the event itself and even after the event when you gather your staff together to discuss what went well and where improvements can be made. Surveys are a great way to gather feedback. Find out how to use an event survey guide to get insight.
- Stay calm under pressure: Event Management skills require that you remain calm when faced with problems. This shows your team that you are in control. It’s important to maintain a relaxed attitude when communicating with others and dealing with any issues they may have.
1. Clear objectives
If you are coordinating with a planner of an event, she may send you a list. If you’re not coordinating with an event planner, ask your client for concrete goals. These goals should be as specific as you can. How many cars would you like the parking staff move per hour? How many questions do you want to ask in a question-and-answer session? When possible, use numbers.
2. Plan ahead now
The earlier you confirm details, the better. Call vendors up to a year before the event so you can secure your venue and benefit from early-bird discounts. It’s crucial to reach out to vendors and venues early to save time, money and headaches. Event planning surveys can help you gather this information in preparation for your event. You can use this event checklist.
3. Negotiate with vendors
Each event is unique. Many vendors offer flexible pricing and custom services because they understand that every event is different. Asking vendors for a price quote is a waste of time. Instead, determine how much you are willing to spend and offer the vendor 5-10% off. Even if you negotiate with the vendor, this will help you stay within your budget. You may even save some money.
4. Mobilize your networks
Networking is the key to event management. Keep in touch with venues and vendors that you enjoy working with. They’ll be there when you need them. Former colleagues and volunteers should also be kept close. Utilizing your social network, you can quickly and easily build effective teams of staff and volunteers.
5. Early adopters are rewarded
Do not be afraid of new event technologies. Innovate changes can help you get ahead. You can integrate technology into event management in many ways:
- Use a survey to crowdsource the location for your annual conference.
- Online surveys allow you to get real-time feedback from live speakers.
- Event apps can help participants get to the right location at the right moment. These apps are used by about the half of event participants to navigate.
- Instagram Printer: Make your memories last.
Make sure that you have someone in your staff who is familiar with the technology. This person should be in charge of troubleshooting during the event.
6. Run through
Each event, whether it’s a high-stakes performance or a high-school award ceremony, should be run through. A week before your event, schedule a rehearsal with staff, volunteers and, if possible, presenters. You will have enough time to make any necessary changes to the program of your event, while giving staff and volunteers time to prepare. Test all the technology during rehearsal.
7. Participants are invited to listen
Understanding the experience of participants is key to managing an event that’s successful. Focus on participants as much you can during the event. Read the room. Speak to people. Real-time feedback surveys can be used to collect data.
8. Every event has something to teach us
After each event, take time to discuss the results with your team. Talk about what worked and what did not work with a group of staff members, volunteers, and critical staff. These sessions allow you to gather feedback and ideas from people while they are still thinking about the event.
9. Follow up with all participants
Do not leave staff or volunteers, after participants have packed up and left. A week after the event, follow up by email with each group. Include a link in the email to a feedback survey that can be used to collect actionable advice.
- Ask each participant to fill out the participant questionnaire and rate your vendors and venue. Also ask them to provide comments on the overall schedule of the event and the organization.
- You have already spoken to the staff. Give staff the opportunity to provide additional feedback anonymously via the Staff Satisfaction Survey.
- Ask each volunteer to rate their team leader, their team structure and their organization in the Volunteer Survey.
Send thank-you emails to vendors and the venue who helped make the event a success. Tell each party that you value the work they have done and you would like to keep in touch.
10. Every event can change you
Make positive changes to your event management style after every event. You can eliminate inefficiencies by reviewing the feedback from your participants, staff and volunteers. Here are some ways to eliminate common issues.
- Compare the satisfaction of participants with each vendor’s cost. Next, eliminate vendors who are expensive but don’t provide significant value.
- Determine the number of redundant staff or volunteers, as well as teams that are understaffed. Plan to transfer redundant employees to teams in need of more help.
- Identify where your staff or volunteers are not doing their job effectively. Re-evaluate your volunteer and staff training in these areas.
- Each event offers an opportunity to improve your approach for the next. Open yourself to changing your event management style in response to feedback from participants, volunteers, and staff. In the end, improving your event’s management style will make your events more meaningful for everyone involved.
