Define the event and give it identity and goals.
The first thing you have to be clear is the nature of the event, are you going to organize a student conference or a meeting with industry influencers to introduce new products? The more you define the goals you want to achieve with it, the easier it is to measure the results or the effectiveness of it. The second is to provide your event with as much personality as possible, within each type of meeting, there are many ways to distinguish yourself from your competition and make your event a unique moment for the attendees. It attaches great importance to the details, so try to differentiate yourself from your competition. If you carry out your event and you need the collaboration or intervention of the guests or participants, you must pay special attention to satisfy their demands as the success will depend on how well they are being served.
Budget the Event
As an organizer, this decision may not be yours, but it is the first one to be taken. Once you know what kind of event you are going to organize and what your goals are, you have to make a budget. As you will intuit, this is the first decision and marks the development of the production. Once you have the budget defined, your responsibility is to divide it between the different necessary items.
Maintain a Good Supplier Database
It’s time to hire. As you progress in your career, you are going to be dedicated to the organization of events on an ongoing basis, so you have to increase your own supplier database. It includes from the presses in which you make the corporate materials, technical staff i.e. camera operators, rental of lighting or sound equipment, hostess agencies or assistants, catering, etc. The important thing is the relationship that you are establishing with these suppliers that you have them well ordered by budget and quality of service. Remember that the more services you hire from the same provider, the easier you are to negotiate the prices.
Production Sheet
It will be your guide during the pre-production and execution of the event. Can you imagine gathering in one document all the information necessary to carry out your event? Not only must you imagine it, but you must also put it into practice. The production sheet is the most important document that reflects the entire program of the event. It combines the timing of activities, team members and responsibilities of every member. It should be clear who is responsible for each independent task and, most importantly, what deadline to complete the task, deliver and report possible incidents. Quantifying time and resources entail every necessary action to carry out for the event management.
