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Coordinating An Event: 5 Tips



There is a lot of planning and strategy that goes into coordinating an event that takes place months before the actual event takes place. You have to choose a location and vendors, solicit the help of extra volunteers, and put in long hours to make sure that the event runs smoothly. The better prepared you are, the more confident you will feel about a successful outcome.

Here are 5 event planning tips to help your event go off without a hitch:

1. Create a timeline.

From the day you decide to host an event, create a timeline of action items so that you’re not left with things forgotten last minute. The event most likely will require purchase orders and coordination of setup, to-do items that should be scheduled and confirmed way in advance. A timeline will make the coordinating process seem more manageable and will give you a chance to prepare for unexpected last minute complications.

2. Promote brand recognition.

Whether your event is being hosted by your brand alone or you’re accepting several vendors to set up their own booths, you want to make sure that your business stands out. Your company name and logo should be on everything from the event invitations to the day-of itinerary to any take-home gifts for the guests. Creating table signs are an easy way to set up promotional materials in one designated spot, which allows attendees the chance to browse through and leave their contact information. You can easily customize these to your audience by using a vendor like eSigns table signs.

3. Scout good entertainment.

No matter what kind of event you’re hosting, the entertainment factor is important. Whether it’s a high-profile speaker, a popular musical act, or a cooking demonstration, secure “the talent” with a deposit and confirm at least a week out. You want people attending the event to feel like they’ve received a high value.

4. Plan a menu.

Will your event have hosted appetizers? Cocktails? A full meal? The menu for a business conference will differ from a more informal party-type atmosphere like a bridal bazaar. Understand your audience and select choices that will please the majority of your guests. It doesn’t have to be complicated just delicious.

5. Focus on the follow-up.

There is still work to be done after an event is over. It’s best to do a recap about the success of the event, take notes for how it could be improved, and implement initiatives aimed at encouraging attendees to return for future events.

Coordinating an event can seem overwhelming, but it doesn’t have to be that way. With advanced planning and organization, it can be a fun challenge. Know your event goals, who you plan to invite, and how you’re going to promote the event.

Don’t forget to have fun and enjoy the rewards of all your efforts. Sure, there may be a few hiccups along the way, but keeping a cool, calm demeanor throughout will make your event go down as a seamless success.