Planning an event is never easy. It involves doing many things well and to the point. Most event planners find the job stressful and often feel overwhelmed by its intensity and enormity. It takes a lot of planning to make an event successful, and when the goal is to make it memorable, the effort can easily be multiplied. However, great results are also inevitable if you execute your event plans well and consider all things in detail. So instead of feeling worried about the upcoming event, you should look to amplify the preparation so that the goal is successfully achieved and delivered to the client.

First, you need to start early when the event is large, at least four to six months in advance for a large event and at least a month for smaller events. It is also essential to complete all vendor contracts a few weeks before the event. Similarly, you need to be flexible during the planning stage of the event, as certain changes are inevitable and you need to be prepared for it. It is always good to be prepared for any immediate change in the schedule, time, location or scale of the event. This will avoid disappointment and you will be able to prepare well for the event.

In addition, you need to estimate the budget and do a cost analysis in advance so that your negotiations with the supplier follow the expected lines. There will be unexpected costs and once you know the quote before, you can negotiate with the supplier, offer to pay at least 5-10% less than the quoted prices to save money for the requirements. More importantly, you should look to assign responsibilities to team members by dividing the event into different sections to ensure things run smoothly. You must also hold each team accountable for the acts and activities corresponding to their sections.

If possible, you should create a central document that details each activity and give access to each team member. Coordination among the team can be easier when all the key details related to the event, including vendor contracts, floor plan, and attendance details, are listed in the document. In the meantime, to avoid unnecessary hassle, you should create a backup plan for the key aspects of the event. This will save you the inconvenience that last-minute failures often cause. Once everything is planned and arranged, you should go through the entire process a week or two before the big day to make sure things run smoothly.

Furthermore, it’s always a good idea to capture key event details and things in the image, and yes, you can also share those picks online to show the world your ability to host a great event. You should hire only a professional photographer so that the best possible shots are taken, easily covering the main aspects like snapshot of the room full of guests, shots of lights, dining room and arrangements etc. This is how you can brand the event, which in turn will help you gain more customers.

Lastly, you should be looking to harness the power of social media to bring your event to thousands of people at virtually no cost. You can create a hashtag for your event on Facebook and Twitter to increase engagement. You can search for comments and conversations and then you can upload event photos to give a clear picture of the things you did there. All of this will make your event stand out and become as memorable and effective as you originally planned.