Event Planning Tips – How to Keep Everything on Time, on Budget and on Track

Planning an event can be a tough exercise. Whether you’re managing just one conference, or a series of exhibitions over the course of a few months, you’re likely to face the usual challenges.

These include, but are not limited to, the following pinch points:

  • Lack of time – Often a result of having too many events or tasks to manage, we all wish we had just a few more days to finish everything off.
  • Lack of budget – Most events need to be financed in some way. It’s very easy to overspend, especially when you’re doing something for the first time.
  • Lack of cooperation – Even some of the most experienced event managers have trouble organising speakers, suppliers and attendees.
  • Lack of organisation – To ensure success, every team member has to be organised and pulling in the same direction.

EventsCase has seen it all over the course of our lifespan. From dealing with event managers on a day-to-day basis, we have picked up several useful event planning tips that could help you avoid some of the issues above.

Event planning tips for saving time

If you need to unlock a few hours to knuckle down on the things that matter, why not allow your technology to handle some of the more mundane, time-sapping duties? Use an event management platform to automate the sending of important information, like booking confirmations, and FAQs.

You can use the same technology to facilitate one-on-one networking between attendees, which could save you countless hours over a busy event.

Another, more basic idea is to plan your event as early as possible. That way you’ve given yourself the maximum amount of time to organise it. You should also get used to delegating tasks to other team members, seeing as you can’t be everywhere at once.

Event planning tips for tracking spend

Spreadsheets can help you manage your budget effectively, but don’t forget the capabilities of event planning tools for the same goal. They will provide a more in-depth view of your costs and expenditure, allowing you to make adjustments where necessary.

Ratios are also important when planning event budgets. For a typical conference, you can expect to allocate around 20% to hiring a venue, with speakers requiring 30%. Most of the remaining 50% will go towards marketing and production costs. Don’t guess these percentages – they need to come from analysis of your market.

Above all, though, don’t be afraid to ask for more money if you can justify it. Around 26.1% of event managers expect their event budgets to rise in 2019. Sometimes, things just cost a bit more than you anticipated.

Event planning tips for gaining cooperation

Events can fall apart through no fault of its organiser. Speakers, suppliers, attendees and sponsors each have different duties to carry out. When they become hard to work with, problems occur.

Our advice is to log each interaction with these parties in a system. Having a single database will allow you to see who’s on top and who’s lagging behind.

Sometimes it pays to take a hard line with certain individuals. If a speaker has failed to submit their slide deck on time, you should already have someone lined up to replace them if necessary.

Occasionally, the problems are in your own team, which is even easier to solve. By using a project management system to assign tasks and deadlines, everyone will know where they stand.

Event planning tips for improving organisation

If we’ve learnt anything from our years in the events business, it’s that you can be as calm as the sea while everything is being planned. That doesn’t prevent a complete catastrophe on the day.

Well-organised events answer to schedules for each staff member, detailing where someone needs to be at a specific time. You should have a single channel for communicating with your team (a WhatsApp group is perfect) and keep everything topical. Pointless conversation will make the emergencies harder to find.

To alleviate the strain on your resources, be sure to move as much of the pressure across to your technology. Tasks like the sending of “thank you” messages can take hours to complete. It’s the same for networking between attendees; self-serve technology lets them book meetings on their own accord. A machine can do these tasks quicker, and with fewer mistakes.

Need more event planning tips? View our blog to see how technology can add new qualities to your team.

Four Networking Event Ideas That Will Get Everyone Talking

One of the biggest challenges for event organisers is driving conversation between attendees. This can be done via ‘networking sessions’ – a series of short, sharp meetings, designed to fashion relationships between people and companies.

A cornerstone of any corporate event, networking goes some way to justifying the little inconveniences; a long journey to the venue, or a high ticket price. If someone pays £1,000 to attend a conference where they are able to connect with a new client, it could be money well-spent.

Networking event ideas can be hard to come by, so we like to boil the situation down to one simple question – how do you get people talking? Here are five easy methods of going about that task.

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How to Promote an Event Through Online Channels

The task of promoting events has evolved significantly in the last few years. Printed media and billboards remain key to driving awareness around certain types of events. But given the targeting powers of online channels, this could soon be about to change.

Social media, online display, paid search, retargeting – if these words mean nothing to your organisers, you definitely have some catching up to do.

The EventsCase platform is used to support marketing campaigns for companies big and small. If you’re wondering how to promote an event in today’s increasingly connected world, take a look at our channel-by-channel review.

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Looking for Sponsors? How to Find Backers for Your Event

Most events need sponsors to ensure they are financially viable to run. For those that operate via a ticket-based model, it’s still worth considering sponsorship as a way of unlocking extra budget, which can make a real difference to the quality of speaker, venue and experience you’re able to offer.

Looking for sponsors is not easy, but every single event will have an ideal supporter – they just need to find them. Let’s look into some of the ways you can go about this complex but rewarding task.

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Event Technology for Corporations – The Key to Efficient Planning

Whether your corporation is big, small, or somewhere in the middle, you should already know about the importance of driving efficiency across every possible area of it.  

Modern-day businesses have to be efficient, agile and reactive to changes around their market. Each function represents a vital cog in the engine, and if something isn’t running at the correct speed or cost, it should be addressed as quickly as possible.

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Protecting Your Event Wi-Fi in Five Simple Steps

Events have now become reliant on technology to function at optimal levels. as well as for powering the organisers’ own devices, which makes it a prime target for potential hackers.  

Event managers are right to be fearful of attacks on their connections, but no technology, router or measure can offer 100% protection against threats. If anything, there is a strange level of reassurance from the fact that cyber criminals are becoming more sophisticated and unpredictable; if they really want to bring a service down, there isn’t a lot you can do.

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How a New Wave of Technology Could Shape the Future of Events

Picture the scene: you enter an exhibition hall for an event you’re scheduled to attend, armed with just a smartphone to check yourself in and view the day’s agenda. The hall itself is populated by attendees, each wearing wristbands to gauge their temperature and control the setting of the room, ensuring their preferences are met.

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The Relationship Between CRM and Event Management Technology

If you run an events business and haven’t heard of customer relationship management (CRM), there’s a good chance that you’re missing a trick.

CRM refers to the process of being able to effectively manage the relationships that a business has with the people that come in contact with it. Though CRM encompasses lots of different strategies, each requiring of input from several departments, it’s mainly used to describe the technology that records, analyses and responds to customer interactions.

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Why Technology is the Key to Improved Event Registration

A hallmark of any well-organised event is a smooth and efficient process for registering attendees. Often the very first stage in an event’s lifecycle, it remains a hotbed for mistakes.

We’ve all been to a conference, an exhibition or private gathering that hasn’t quite mastered the art of admission, whether through failing to send a confirmation or misplacing attendee records, leading to plenty of confusion on the day.

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