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BLOG | 7 tips to not forget those details while organizing an event

It is busy. Organizing an event in between daily tasks. This happens several times, unconsciously sometimes. Starting too late with the preparations. Not completely thought out. And people forget how many details are involved in the organization of an event.

I compare an event as one big puzzle. Many parts, pieces of the puzzle, have to fit perfectly in the organization of an event, from pre-event tasks to post-event follow-up, creating original concepts, planning smooth production, arranging an efficient and practical organization, and last but not least, continue to communicate clearly, ...

My heart makes a leap of joy to bring all these pieces together into one big picture. After the Business Event Management training, I decided to start my business in events & social media. Because I believe that online and live communication go hand in hand.

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An event is a unique occasion and you only have one chance to set up a top event ... To leave a lasting, unforgettable impression.

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I would therefore like to share some tips with you, to not overlook any details:

✓ TIP 1: Set up a retro schedule. The planning & organization must be drawn out as minutely as possible in advance, together with the tasks and to do's per component. A retroplanning is a planning from A to Z.

The detailed planning of the structure, the course of the event itself and the dismantling are included in the scenario.

Example of a retro schedule:

Example & Copyright of e-EventToolbox (Artevelde Hogeschool). Read more (in Dutch): https://e-eventtoolbox.webnode.nl/e-planning/event-planning-concepten/retroplanning-voorbeelden/

Event management is project management.

✓ TIP 2: Visualize the event. Imagine the visitor instead. From the moment the guests arrive. What do they see? How is the location accessible? Is there a large car park near the location? Is there a steward or signaling provided to guide the guests to the entrance of the location? Which lighting is provided outdoor? Where is the welcome desk located? How does the registration happen? Is there a cloakroom? Where are the toilets? Take the entire course of the event into every detail, ranging from sound, light, flow, catering, animation, ..

Visualizing brings your thinking process ongoing and gives depth in details.

✓ TIP 3: Keep track of action lists / scenarios from a previous event. So you already have a grip and you do not always have to start from scratch.

It's about efficient planning.

✓ TIP 4: Ask advice to your suppliers. If you work together with professional, experienced suppliers, dare to involve them very closely in the organization of your event. Ask the event manager of the location, for example, what they have done in the past and with which suppliers they used to work. Dare to ask suppliers for genuine feedback. Their advice can help you with the further organization or even other possibilities, create options. Involve them in the planning of your event, so that the communication keeps aligned.

Organizing events requires professional teamwork.

✓ TIP 5: Read literature. There are many books about Event Management. Many interesting sources are also available online. Literature offers you a good guide.

A selection from the literature list (Dutch and English):

  • Basisboek eventmanagement - Gabrielle Kuiper
  • Event Driven Marketing - Egbert Jan van Bel, Ed Sander, Ruud Verduin
  • Eventplanner - Kevin Van der Straeten
  • Het event als strategisch marketinginstrument - Dorothé Gerritsen
  • Holy Trinity events - Peter Decuypere
  • How to deliver outstanding corporate events - Chris Powell
  • Key Concepts in Event Management - Bernadette Quinn
  • Meeting Architecture, a manifesto - Maarten Vanneste
  • Secrets of Effective Meetings & Events - Steve Dewit
  • Sustainable Event Management - Meegan Jones
  • The Business of Event Planning: Behind-the-Scenes Secrets of Success Special Events - Judie Allen
  • We love events - Peter Decuypere
  • Zakelijke en publieksevenementen - Lenny Kaarsgaren
  • Zo organiseer je een event - Marco Gerritsma, Roel Grit

Event management is about experience, knowledge, right skills & personal qualities.

✓ TIP 6: Evaluation of the lessons learned. Have you already organized events in the past? Has an evaluation been done afterwards? What went smoothly and what went less well? You learn by making mistakes. Make a list of these lessons learned and keep them centrally so that the same mistakes are no longer made.

Every event is different and every time you learn it.

✓ TIP 7: Engage an Event Coach. Engage an event coach who guides you from the sidelines from A to Z. An event coach can recommend suppliers, indicates which steps are next, can be involved in a brainstorm, gives advice on all kinds of typical event topics such as budget, decoration, entertainment, type of event, ...

An event coach gives you peace of mind.

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Short summary of these 7 tips:

1. Set up a retro schedule

2. Visualize the event

3. Keep track of action lists, schedules, scenarios from previous events

4. Ask your suppliers for advice

5. Read blogs, literature

6. Evaluation of the lessons learned

7. Engage an event coach

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Picture by Siim Lukka - Unsplash

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Thank you very much for your time!

Feel free to share this blog with your network.

Your message, online & offline, communicated ✨ in a sparkling way.

With sparkling greetings,

BLOG | 7 tips to not forget those details while organizing an event

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