One of the common pitfalls of event planning is procrastination. Even if the event isn’t due until the very last moment, you’re still responsible for keeping track of everything, including changes. Having too many meetings and updates can leave you feeling overwhelmed, with unattainable deadlines and a draining budget. Instead of using an event management system to coordinate the work of everyone involved, hold conference calls or team meetings to keep everyone informed.
When preparing for an event, one of the best ways to avoid procrastination is to plan ahead. By making fewer decisions, you’ll save yourself from procrastination and be able to spend more time on meaningful tasks. Avoiding procrastination in event planning can be easier than you might think. Here are some tips to help you get started.
Start by identifying the problem. Do you have a difficult time focusing on your project? If so, you can use a time management technique to break down your task into smaller pieces. This technique makes overwhelming tasks feel manageable, which will trigger you to get started. You can try any one of these techniques, or a combination of them. As long as you have a clear idea of your problem, you should be able to use it successfully.
Keeping up with other event planners
One of the pitfalls of the event planning industry is the difficulty of staying on top of technological advancements. Many event planners fall behind because they don’t stay on top of industry trends. As a result, their events lack cohesion and vision. Keeping up with new technologies is a big challenge, and falling behind can impact your ability to attract new clients.
Keeping up with other event planners in the industry is an essential aspect of staying competitive. However, event planners often struggle with the business side of the industry. Oftentimes, they fail to manage their pipeline of new business and become so busy producing events for their clients that they put off this important part of their business until it is too late. Here are a few tips to keep yourself ahead of the game:
Having a backup plan in case of last-minute cancellations
It’s critical to have a backup plan for any type of event, and this is especially true when dealing with vendors. Communicate with them a month or more before the event to avoid last-minute miscommunication, and make sure you understand their contracts. If you do run into a last-minute problem, you should always have two or three backup plans for each vendor. Once you have the event date locked down, finalize your deadlines and communicate with your vendors about any changes.
Creating a timeline
Creating a timeline is crucial for the success of any event. Even the most simple events have a lot of moving parts, so it’s vital to structure your event checklist like one. This way, your clients can see exactly what decisions need to be made and when. In addition, a timeline will make it easy to see the order in which the events are taking place. After all, what kind of event would be a success without a timeline?