Stress, anxiety and endless headaches.
This is how the life of an event planner can be aptly described today. Events are increasingly becoming larger and complicated with several moving parts. It’s like operating a heavy machinery where every component is in perfect sync with the other in order to work smoothly. One mistake and it all becomes a royal mess.
However, there is a certain breed of event planners who have cracked the code to event management nirvana. They are the ones who have successfully leveraged event technology to make their events bigger, better, and more successful than before. Manual tasks and stress are an alien concept to them, and every step in their event planning process is executed to perfection. What else do they do differently that sets them apart from other planners?
Here are some tips to help you out!
Delegate tasks to individuals on your team. Trust in their strengths, and enable them to make decisions within their role – and save yourself from having to spend time agonising over small details. The key to delegating is to “trust, but verify” – entrust tasks to your team based on their strengths, but set up checkpoints to make sure the work is getting done.
Our Cvent CONNECT (World’s largest event technology conference brings together more than 4,000 meetings, events, and hospitality professionals) team meets at least once a week to go over deliverables, align on smaller details and discuss upcoming tasks. Everyone collaborates within the same PowerPoint document and presents what they own at the meeting. This allows us to celebrate victories – and to discuss obstacles as a team. And if your entire team is working together to come up with a solution, that’s just one less thing you’ll have one your mind.
Event planning technology is constantly evolving and improving. Cvent uses its own tools and technology to power Cvent CONNECT – from budgeting, to registering our attendees, to capturing leads, and getting real-time reports and analytics. Without it, we’d never be able to pull off such a complex event.
Along with onsite tools that make events run so much smoother (like onsite check-in & badging, mobile apps) you can also use technology to add an experiential element to your event: drones, robots and wearables are popping up everywhere. Giving your attendees a taste of the future will entice them to come back for more!
We know that last minute changes are among planners’ biggest stressors. Great event professionals embrace these last minute changes, and work them to their event’s advantage.
Let’s say your keynote gets stuck in traffic, or misses a flight on their way to speak at your event – what other entertainment can you pull up in the program so that attendees don’t notice that your keynote is late? Having an executive presentation on “standby” (have a new release ready? some exciting industry news to talk about?), or video presentation can help keep your audience engaged until your keynote arrives. Crisis – and stress – averted!
Taking charge of your event – and any issues that arise – is what makes you such an awesome event professional. Let us know how these tips helped you alleviate your event planning stress!