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After taking all the necessary steps needed to Organize event, the important step that follows is organizing it. This is where you turn your plan into action. As Peter F. Drucker put it,” Plans are only good intentions unless they immediately degenerate into hard work.” This might be a bit harsh but true, nonetheless. At this stage of your event management cycle, here are some important steps to consider.
Turn your Planning Checklist into Action
While the checklist you made while planning gives you a great overview, it is just a checklist at this point. Start by turning the prioritized items on the checklist into a detailed action plan. This involves specific people responsible, deadlines, and steps. Consider each item on the checklist and answer the following questions:
- What must be completed to mark this as done?
- How long will it take?
- What is its deadline?
- Who is supposed to do it?
Separately record this broken-down information into priority levels. A Gantt chart is a tool that can help you to visualize the tasks and their interdependencies. For instance, you cannot begin decorating a venue without acquiring one first.
Get an Event Management Tool
While your Gantt chat might be helpful, it is also quite limited. Good event management software enables you to do so much more. It allows you to conveniently communicate with your team, keep track of the latest status, and coordinate daily tasks, to name a few. Although you do not have to use this tool, it makes your life easier and the event organizing smoother.
Additionally, it will not break your bank. Sites like Magnet Event Pro offer no free for free event management and no start-up costs. Such sites are usually more than capable of handling event organization. All you have to do is input the tasks, timeline, and who is responsible for what, and you are all set. Be sure to update and share it continuously for better results.
Get the Venue
Having researched and handled main issues such as capacity, location, and cost, there are a few minor details to address. Find out about upfront deposits, cancellation policies, liability insurance, and entertainment licenses. Other factors include safety and health arrangements, catering, parking, Wi-Fi, and more. This way, you will find out what the venue hire offers and what you have to do yourself.
Book the Performers and Speakers
Depending on the event, these could be the main stars. It could be an inspirational speaker, a fitness instructor, or a band. At this point, you should reach out to them and reach a final agreement. It is smart to get the more famous one on board first. This way, you will not have a hard time with the other performers.
Before negotiating the contract, research what past events the performer attended and if they are a fit for your event. Go over the contract carefully to ensure it is airtight.
Create a Page for the Event
This is where you make it count. From this page, people will be able to learn all about the event. They will subsequently be able to sign up or buy tickets on this page. You do not need to be a programmer to do this. Just go onto Facebook or Magneteventpro.com and you are good to go. Give all the vital information about the event because this is part of your promotional strategy.
Do a Dry Run
Before the day of the actual event, make a mock event at the venue. This will help you iron out any bottlenecks and logistical issues beforehand. It also helps your team to familiarize themselves with the venue and layout.