How to manage an event like a pro

Those familiar with managing an event would understand the difficulties in handling the logistics on all sides, especially when you are liaising with someone over an email, and hard as you press, you are never able to get a reply from them.

Before getting to the glam and glamour of the actual event, the behind-the-scenes of handling an event is the way to ensure a good show.

Here, I have 3 important tips to take note of when managing an event, especially when it’s one that includes external attendees.

1. Write everything down

It can be a challenge managing an event for the first time.

The best way I have learned is to always plan ahead and stay on top of things by writing everything down. I don’t mean just your typical bullet point, one-word notes -- at the end of a long and busy day, you’d look back on your notes and confuse yourself even more.

Write specifically in the list the items that needs to be done, or anything that needs to be taken care of. This is especially important when you are at a meeting.

Once you have that, everything will be clearer, and you won’t have a hard time trying to remember everything that you need to do.

2. Multi-tasking -- the smart way

Multi-tasking is an important skill especially if you need to organize catering and other logistics.

The magic to multi-tasking is time management.

That being said, if you feel like you cannot handle too many things at once, always prioritise the work. Urgent matters should always be handled first.

To get the maximal outcome from this point, follow the first pointer and you’re halfway there to making it.

3. Communication is very important

When it comes to managing an event, you will definitely be liaising back and forth with caterers and client so with all the back and forth, it is important to check that nothing is being lost but double checking everything twice.

One way to ensure that everyone will be on the same page is to ensure that updates to any issue or discussion is passed on to the appropriate person. Hold regular meetings to update everyone on the things that you are doing.

When you get an unexpected hiccup from one aspect of the management, always keep those involved in the loop.

Another thing to note is that, if you are making changes, always inform the other party so that they don’t get a surprise.

Now to get into the actual planning of the event. To create an event with the perfect setting, the planning of it has to be done right. Here is a list of things needed to ensure that your attendees will be able to feel the vibe that you want them to feel. 

1. Thematic setting

To create the right mood that you want to achieve for your event, the first thing to think about is the theme of the event that you want. 

To find a suitable theme, consider the tone of the event that you want before deciding on the theme. 

Some examples are, rose theme, garden chic, Spanish lifestyle, and more. 

2. Decor / food 

Of course, once you have settled on the theme of the event, the next step is to ensure that the decoration and food matches the theme. 

If your theme is a Spanish lifestyle, you would then ensure that the food is Spanish cuisine, and not, chinese.

3. Who to invite

At the end of the day, the reason why you are organising an event is because you want to showcase, or impress others. 

That said, the people that you invite has to be people that you want to impress. If you are having an event that you want to be publicized, you should then also invite the relevant people from the media. If it is a food event, invite food writers, if it’s a beauty event, invite beauty writers, and so on and so forth, you get the idea.  

With these important tips in mind, organizing an event will be smooth and successful.