Event Management: Tips to Staging a Successful Event
If you are planning to produce or manage an event, be ready to experience several emotions (and a lot of stress) during each stage, namely planning, preparation, marketing and promotions, execution (event day), and assessment.
Here are some powerful hacks that will help you and your crew pull off a successful and jampacked event:
1. Select and book the venue first.
The first thing you want to nail down as fast as possible is the venue. Many factors go into this task, e.g., type of event, target audience size, and demographics, logistical considerations like parking, security, etc. If the venue is not available on the planned date, either an alternative venue or date is selected depending on which aspect is more important.
2. Select and book a funny emcee for events.
The emcee (short for Master of Ceremonies) is a critical player to the success of an event. Regardless of the type of event, it is always ideal to select an emcee who has a sense of humor because he/she is more flexible. It is easier for a good, funny emcee for events to be serious when needed than one that has no sense of humor but tries to be funny when the situation calls for it. Booking him/her early will let him/her participate in the planning stage and give insights into making the event a successful one.
3. Select suppliers who are experienced with the type of event you are staging
Suppliers like stage contractors, lights and sounds, catering, entertainment, stage director, security, etc. need to be pre-qualified and shortlisted based on their experience with the kind of event being staged. After this activity is accomplished, the shortlisted suppliers are then instructed to submit a sealed bid based on specific scopes of work. This process ensures that pricing is not the primary consideration in selecting suppliers.
4. Meet regularly with all suppliers for updates and issue escalation.
Always make sure that suppliers regularly update you on the progress of their preparations by meeting with them as often and as regularly prior to the event. Do not take things for granted. These meetings are also the perfect time to discuss issues or problems that may affect the success of the event if not resolved.
5. Conduct at least two dry runs prior to the event.
Make sure to check that all the components of the event are running smoothly together by conducting a “dry run” of the event from end to end at least twice, i.e., one week before the event date to check and resolve any major issues that may affect the event, and another one a day before the event date for fine-tuning.
Never take anything for granted when you are staging an event. Something that seems so trivial like hiring a funny emcee for events in Denver could spell the difference between an entertaining event and a boring one. With proper planning, booking critical aspects of the event early, hiring the right suppliers, and regular preparation meetings, the chances of success will be better than the chances of failure.