9 Tips for Successful Event Management

9 Tips for Successful Event Management Planning an event can be a stressful procedure, and can often leave event organisers feeling stressed. It's important that you begin by defining your goals, your objectives and of course your target audience. Once you have done this you can get a rough idea of the budget required and make a start identifying sources of income. It's a good idea to look back at past conferences and events organized by you or your company to establish the number of delegates you can expect which again will help with projected costs. Well, I'm here to help you out. This list has 10 real benefits to hiring an experienced Best Event Management Companies in Delhi.

1. Begin Early Begin planning as soon as you perhaps can. If your event is a large event you should actually begin planning it four to six months in advance. Smaller events need at least one month to plan.

To keep the final run up to the event flowing smoothly, try to make sure that all supplier contracts are completed a few weeks before the event.

2. Remain Flexible Over the program of planning the event, things are going to change. Whether it is event times, destinations or even the type of event you’re hosting, you needto ensure that you’re flexible and can meet the changing demands.

3. Negotiate Despite what many providers will tell you, everything is negotiable. Remember that with every event there will be unexpected costs, so try to negotiate as low a price as you can. Determine your budget before meeting a supplier, and offer to pay 6-10% lower than this figure. Your supplier may put up a fight, but finally, they want to win your business.

4. Allocate responsibilities It is very essential to distribute tasks among the team members not only at the preparation stage but also during the event. Allocate responsibilities by zone. For example, someone is responsible for the registration zone, someone else for greeting the speakers, a different person for the equipment, for catering, communication with the press, etc. Every person requires having his or her zone, which he or she must be responsible for throughout the entire duration of the event.

Give each member of the team a document with the assigned responsibilities, so that every person knows who to contact for any specific issue.

5. Have a Backup Plan It is rare that an event is ever pulled off without at least one issue, an item may not turn up or a significant person may arrive late. Assess the most significant assets your event will have, and create a backup plan for each. If a number of issues occur in the future, triage them and decide whether an alternate can be found, or if it should be cut completely from the event.

6. Do a Run Through About two weeks before the event, do a run through of the entire event process. Organise a meeting with your team and mentally walk through everything, from preliminary set up to the follow-up process. Often problems are highlighted at these meetings, and you will have time to correct them. A few days before event organise another run through at the venue.

7. Get Online An event is a perfect way to up your social media presence. Create a custom hashtag for your event on Twitter and motivate your followers to tweet about it. Similarly, create an event on Facebook, and inspire your followers to tag the event in related posts. Upload your photos once the event is over and actively inspire users to tag themselves.

8. Follow-up Immediately Once the event is over, many organizers fall into a common pitfall – taking a break. While the logistics may be done it is important to be practical in following up with attendees, be it over email or on social media, to illustrate the success of the event.

9. Ask for feedback You’re probably going to be tired and happy after the event, but it will be difficult for you to give an objective assessment of how it all went. That is why ask participants to complete a printed assessment form at the end of the event or an online form when they get home. Ask them to assess various aspects of the event: logistics, speakers, locations, and the work of the organisers. This information will help you to avoid mistakes in the future and improve the quality of your events. If possible, get feedback through social networks or record video reviews at the end of an event. This will come in handy if your event is held again.

Whatever event you organise, be positive and don’t be afraid of surprises and your event will be a success!