Contact Us

Top tips for the perfect event

By KirstenMarch 21st, 2017

By Kate Brookes-Smith
In order to create the perfect event you are going to need exceptional organizational skills and rigid attention to detail. If, on the day, everything goes according to plan, you can be pretty sure that all the time and hard work that you have put into it will go unnoticed … but if something goes wrong, your job could be on the line!
To be the best event manager you will need to be able to demonstrate, to some extent, all of the following:
Director – bring expertise together to achieve success
Be Creative – imaginative and innovative
Project manager – planning, controlling, eye for detail
Critical thinker – ability to synthesise, evaluate and make clear decisions
Communicator and “networker” – motivator, empathiser and in-tune with clients and customers
If you cannot fulfil all of these roles, make sure that you build a team around you that between them has all these abilities.
Here are some great tips to ensure a seamless event:
Planning
Start early – Never underestimate the time it takes to get all the pieces of the puzzle in place. At least 3-4 months for a large event and 2-3 for a smaller event.
Time management
You must have the ability to coordinate not only yourself, but the entire team working on the event. It’s all about planning, re-planning and scheduling. You will need to be able to prioritize tasks.
Delegate
With clear communication, assign portions of the event to each team member. If everyone has ownership of a piece of the puzzle (set-up, registration, catering, logistics), details are less likely to slip through the net and each team member will feel responsible for their task.
Interaction with individuals at all levels of an organization is a crucial part of the job. Having excellent communication skills and being personable will go a long way in developing good relationships with your team.
Create an Event Bible
This should be a document that will be built up from when you first take the brief. It is the blueprint to your event and should contain absolutely all the information related to your event.
You may want to split the document into sections, it should include deadline dates and assigned actions. For example:
Administration – contracts, supplier details, production teams
Finance – budget, invoices
General – site details, local emergency services, taxis, train and bus timetables
Logistics – all travel information, hotels, event programme, permits, insurance
Attention to detail
Once you have a basic outline for your event, walk it through as if you were the customer. Where do they go when they arrive, what do they do, how do they navigate the event, what are the key contact points.
Use checklists, plan ahead and don’t leave anything to the last minute. Expect, and plan for the unexpected. Remember there has to be a solution for everything.
Remain flexible/stay calm
Things are bound to change leading up to and on the day of the event. You will need to remain flexible and be ready to implement Plan B.
Not only that, budget restraints may mean you have to compromise on initial plans and make the best of what you have.
Post event
After a successful event, don’t rest on your laurels, make sure you are proactive the very next day.
Send some great pictures to your client, use social media to shout about your success.
A debrief is also crucial. It is important to make notes and be sure that everyone is aware of what worked well and what could be improved. These notes can then be used for the next event and most importantly of all, don’t forget to congratulate your team!

Careers, From the Course,
What Do You Study In Event Management?
    Up to date course? The events industry is exploding with new and exciting event technologies and digital event production. If a course is relevant and up to date on event management in the 21st century, it should include studies of event trends and new innovations. For example, the most up to date courses […]
Read More
From the Course,
Event Academy’s New Location for Learning
  Just to share an update that our move across the city is now complete! This means that instead of running from our previous location at King’s College London, all of the Event Academy Live courses are being taught at the prestigious Business Design Centre, London. However contemporary and incredibly new and modern our new […]
Read More
Careers, From the Course,
Two Year Degrees? How to Spend Even Less Time and Money on an Accredited Level 7 Events Qualification
  Two-year degrees have been an ongoing trending news item since late 2017, and are being proposed as alternatives to longer degree courses. So what’s behind this initiative – and is two years still too long, and too expensive an option for gaining a level 7 qualification? Why now? Two-year degrees have come about as […]
Read More
Events,
Top 10 Christmas Party Tips
Tis the season for being jolly! So it's that time when everyone gets together - family, friends, loved ones and well, your annoying relatives you see once a year! But as an event planner it's likely you are getting ready for a gathering of your own and there's plenty to plan and think about. Here's our Top 10 Tips for pulling off the best party and keeping the guests happy!
Read More
Alumni, Graduate,
'Busy' as a badge of honour; why we wear it and why we should stop
A guest blog from Event Academy student Juliet Tripp Juliet Tripp is Operations and Events Manager at Shrewsbury School. Juliet is currently completing her online Postgraduate Course with the Event Academy. Her website is https://juliettrippevents.com In the ever-changing and fast-growing world of Events we are finding ourselves facing new challenges, new trends and long working […]
Read More
Alumni, Careers,
Do you fear taking that next step in your career? You are not alone...read Stacey's story
I’m Stacey Storey. I’m an Events and Logistics Manager for the Civil Service. I lead a small team of event managers who plan and deliver corporate events. I was so excited when Claire told me that a new Event Academy location was being announced – in Manchester! I love Manchester, it has so much to […]
Read More