Event planning is full of surprises
It’s been some time since I’ve posted. This has been mostly due to working on several events between MSU PRSSA and the Residence Halls Association that have required a lot of time. The past few months, I have delved into a crash course in event planning and have learned a lot that I would like to share, especially because many of my peers are interested in pursuing this career avenue. Here are my top five tips for planning a successful event:
1. Have a plan
This sounds simple, but having a detailed event plan will be infinitely helpful. This plan can include a timeline, a list of contacts that will be helpful throughout the planning process and a list of materials to make and buy. Having a plan can help you visualize your event, and save time later by providing a clear overview of your goals and tasks.
2. Put together a team and delegate tasks
Creating a team of volunteers and assigning specific roles to each member can help event planning go smoothly. By delegating a specific facet of the event to each person, that person can become an expert on that part of the event. They can then serve as the main contact for any vendors or other partners associated with their assigned portion. This also creates a clear distinction of who is in charge of what, avoiding any communication issues that might result from tasks overlapping.
3. Have a promotion plan
The best event in the world would have a poor turnout if no one knew about it. It is important to remember event promotion throughout the planning process. Have an advertising plan in place that ensures your message will reach everyone that might be interested in attending. Have a public relations plan, and write media documents, coordinate interviews and compile a press kit if necessary. A successful event is both well-planned and well-attended.
4. Pay attention to detail
Little details can make or break an event. For MSU PR Links, MSU PRSSA’s annual career fair, we created custom name tags and table cards that included the event logo. We created branded signage to place strategically around the building, which helped avoid any confusion as to where students and employers should go. We provided mints at the employers’ tables in case they needed something for their throats after talking for two hours. These small details can add up, and we received a lot of positive feedback relating to our attention to these details.
5. Be prepared for setbacks
One of the most important things I have learned about events is that there will always be setbacks. People will cancel, orders will be wrong and the weather can even take a turn for the worst. Many of these setbacks will be beyond your control, but you can handle them efficiently and professionally and do your best to correct the situation. An event will never run perfectly, but staying calm and using problem-solving skills will help you to keep the event on course.
What other tips do you have for event planning? What major setbacks have you encountered during an event and how did you take care of them?
