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special event management tips

7 Special Event Management Tips

Special event management is an art in itself, from the initial concept and planning to execution and follow-through. Whether you’re hosting a company holiday party, a wedding reception, or any other gathering, it’s important that your special event runs smoothly.

This is even more important in an age where venues for special events range from $50 per hour to $1,000-plus per hour, depending on the venue size and your city. Luckily for you, we’ve put together our top seven tips to help make managing your special events easier than ever.

From creating checklists and contingency plans to allowing plenty of time for setup ahead of time — these are just some of the techniques used by seasoned professionals in the industry that can transform even a novice into an expert special event manager.

The Importance of Proper Event Planning

Event planning can be overwhelming, but you shouldn’t underestimate the impact of proper event planning. When done well, event planning is like a well-oiled machine that runs seamlessly, creates an enjoyable event for attendees, and is efficient for event planners.

From considering seating plans to investigating event logistics and keeping track of event finances, event planners have to think of every little detail to ensure the event goes smoothly. Is it worth it? You bet! Proper event planning not only enables hosts to foresee potential pitfalls but also allows them to create an inspiring and engaging event experience for all guests involved.

7 Event Management Tips

Whether you’re a seasoned special event manager or your first time planning an event, it’s normal to overlook a few ongoing event management tasks. Don’t worry, though; that’s why we’re here. We’ve scoured the internet and read through sources (based on personal experience) to bring you these seven event management tips.

1. Start Planning Early

Starting to plan an event early is essential for any event manager. You can set up a timeline of tasks that need to be done, start the paperwork process and sort out the details like the date, location, theme, and budget.

Having enough time to think about each element of the event helps guarantee success. You can avoid last-minute stress and ensure everything will go according to plan on the day itself. Starting early also ensures you have sufficient time for potential cost-saving measures or ways to improve. The extra preparation time is invaluable for both you and your team.

2. Negotiate with Vendors

If you have an eye for detail and can negotiate pricing and services that best fit your client’s budget and needs, you’ll be able to deliver maximum value and satisfaction. Good negotiation skills can help you secure discounts and find unique solutions to difficult problems, allowing you to create memorable events for your clients.

Remember that developing strong communication skills is just as important as negotiating a good deal. Talking honestly with vendors about their needs versus yours will ensure each party gets what they want out of the deal.

3. Delegate Tasks

By delegating tasks in advance, you can be sure that every detail will be taken care of while also freeing yourself up to pay attention to the bigger picture.

When you delegate event planning tasks, you rely on the specialties and expertise of other professionals. You could create a unique set of solutions that wouldn’t be achievable if you were flying solo. Delegating also helps streamline efficiency in your workflow, which will leave more time for optimizing strategy before and during the event for maximum impact. It’s a win-win all around!

4. Create a Backup Plan

A backup plan ensures you won’t be left high and dry if something goes wrong, like poor weather conditions or a vendor canceling. Creating one doesn’t necessarily require much effort; take some time to think through alternate solutions. This includes the following:

  • Create a timeline of each step in case certain elements don’t come together as intended
  • Make sure there are plans for any team members who may fall ill or otherwise be unable to participate in the event

An emergency plan with these contingencies can help create a smoother, hassle-free experience for everyone involved.

5. Overcommunicate

It’s important to be constantly in contact and update anyone who may be involved in any changes or new ideas. This keeps everyone on the same page, informed, and allows for productive conversations that may bring about even better solutions for the event.

Overcommunicating also builds relationships and trust with those involved, often leading to more business opportunities. In short, it’s key to proper event management and your future success in the event planning industry.

6. Build an Agenda

Finally, it pays to create an agenda. Yes, even if you don’t think you’ll need one for an event like a wedding anniversary party or a baby shower. Regardless of the event, an agenda helps create a structure for the individuals attending so that nobody gets lost or overwhelmed during your event.

Plus, if there’s ever a situation when things seem to be dragging on, you always have something planned to keep your guests interested rather than everyone just looking around in boredom or playing on their phones.

7. Get Special Event Insurance

Special event insurance is essential for any event you plan, as without it, you may be liable for injuries sustained to both people and property during the event. Special event insurance can protect you against legal judgment resulting from many accidents and incidents such as injury or property damage caused by participants or other outside sources.

We know what you’re probably thinking. “What could happen at the retirement party, tradeshow, or convention?”

The risks associated with special events range from bodily injury to leased premises damage. Having special event insurance provides not just general coverage but peace of mind that you won’t be on the hook from a legal standpoint. You should always carry enough special event insurance to cover yourself and your participants should the worst happen.

Preparing For A Special Event

Follow these tips and your next special event should be a great success. However, no matter how much you prepare, there are some things you can’t control. For that, it’s best to carry special event insurance to help protect you in the event of an accident, incident, or lawsuit. Want to see what kind of insurance coverage you can get? Click here to get a quote for special event insurance. It’s wort