As a professional event planner, you should always have a solution-oriented mindset. Whether you’re coping with supplier issues, last-minute changes, or rowdy guests, being able to think on the spot and come up with a plan is critical to a successful event.
While each event will present its own series of issues, there are some that are more prevalent than others, which we’ll discuss in more detail. However, a few common examples of the fundamental types of issues that event planners typically solve include:
- Budgeting issues
- Weather issues
- Venue problems
- Difficulties with technology
- No-shows or cancellations
- Conflicts in schedule changes.
Local event planning is difficult enough as it is. Take those logistics on the road, and as an event planner, you will have your hands full. At the end of the day, keep in mind that these are just a few examples. The truth is that as an event planner, you must always be prepared for anything.
Below, we have listed six tips on how to solve some event planning problems and help you organise your next event perfectly, so stay with us to find out more!
1. Choose the Perfect Space
Choosing your event space is one of the most important decisions you will make when planning the perfect venue. If it’s a corporate event, location and size are essential. However, if it’s a wedding or other intimate event, ambiance may be more important than location.
To get a sense of what you’re looking for, make a list of the features you require for each type of event and try to apply them as much as possible.
2. Pick an Appropriate Theme
Choosing a specific party theme will make party planning much easier. It will provide more guidance on what party props to use, colors to select, and even what dress code to have.
After deciding on your party theme, you can start working your way up and choose decorations, dinerware, and other items that match your event theme.
When deciding on these elements, choosing disposable dinnerware, such as disposable forks, knives, plates and cups not only will help you match everything with your theme but also make the cleaning process much easier and help you, as an event planner, save a lot of time.
3. Stay Organized
As an event planner on the road, this is probably the most crucial tip of all. If you lose touch with other members of your event team or mishandle travel bookings, train tickets, or hotel reservations, it can be disastrous. Any of these can cause a domino effect and derail the entire event.
Getting everyone on your team to use the same mobile phones can be a simple solution. You could also keep all important documents in one location.
Furthermore, if you are traveling a long distance, ensure that team members check in at the designated time, and so on. As a result, these few preliminary preparations will guarantee a successful event at the end.
4. Magic Lies on Details
Think about anything and everything down to the smallest detail if you want to surprise your guests: how they register, who will greet attendees and how, what music will be playing, do you have an interesting photo corner, how is your team dressed, and even what to do during breaks.
During registration, for example, participants could be given the option of attending a brief master class, playing games, or watching an information video. If the event is not that formal it is great to set a table with a variety of wines during the registration, this way the wine-lovers would be more excited about the event.
Try to amaze people and create a wow effect by exceeding their expectations in the most mundane of situations. This is exactly what gives an event its atmosphere.
5. Keep Backup of Everything
If a vacationer loses something important while on vacation, they can simply spend time looking for a replacement. However, this is not an option for an event planner.
As a result, ensure that you have a duplicate backup for all of your essential items. Even better, keep them in a completely separate locked bag from the rest of your luggage so they don’t get mixed up.
6. Use High-Quality Suitcases while Travelling
It is a well-known fact that your suitcase will suffer damage while traveling by plane or train. Those who frequently travel to events will benefit from investing in a high-quality suitcase in the long run. Most importantly, it will appear professional to clients and will last much longer.
In short…
These are the precautions you, as a traveling event planner, should take before organizing anything:
- Choose the perfect space
- Choose an appropriate theme
- stay organized
- If you pay attention to the details
- Back up everything
- Use high quality suitcases while traveling
Final Thoughts
Event planning can be a challenging task. However, with these tips, you’ll be able to plan your next event in no time! Keep in mind that it’s the little things that make a party memorable, from the decorations and food to the seating arrangements, try to keep everything in control for a successful event. Keep in mind that arranging such huge events is a form of self investment since you will create unforgettable memories!