13 Essential Event Planning Tips For Beginners

Successful events aren’t just a coincidence. There’s a lot of hard work and planning that goes into the process, and event managers are required to stay on top of a thousand and one little details all at the same time, while also ensuring that they keep a smile on their faces.

It’s definitely not easy, and there’s a reason why event organizer is often considered to be one of the most stressful jobs in the world.

If you’re going to be involved in the planning of a corporate dinner, conference, seminar, or charity event for your company, you need to understand that the success of any event is all in the details. If you can learn to micromanage without losing your mind, you’re going to go very far in the event planning world.

To help you out in this endeavor, we asked some of the top experts at large event companies in Dubai to give us their tips on the event planning process. Here what they said:

The first step is to clearly define what the event’s target audience is. This will eventually determine all other factors, such as the location, content, format, etc.

Yes, we do mean everything. Even the choice of lighting or beverages. Think of every minute detail that could affect the event in any way possible, and make a long list that will help you micromanage.

Events are organized to accomplish something or the other. Maybe your organization wants to raise money for a certain cause, or you just wanted to increase awareness about your brand. Whatever the case may be, having clearly defined objectives at the start is essential if you want to your event to be a success.

Your potential event shouldn’t clash with any other mega-events in the city. You also need to ensure that the required audience will actually be available on your dates. Experts at event companies in Dubai recommend setting the date and booking the venue at least 6 months in advance.

There’s a very high chance that the venue your boss likes won’t be available on your event’s dates, or the caterer backs out at the very last minute. Professional planners need to be very flexible and adapt to changes quickly to ensure that the event doesn’t get spoiled.

You should know how you’re going to pay for the event well before any planning has even started. Most events are funded by ticket sales, sponsorships, and business investments.

One the biggest mistakes amateur planners make when they’re starting out in the industry is that they tend to forget their financial limitations and end up spending far too much money on needless expenses such as decorations.

Events cost a lot more than most business owners think, and budgeting is definitely one of the hardest tasks when it comes to planning and executing a successful event. We recommend hiring an experienced professional who can take over responsibility for the finances.

Take the time out and prepare a detailed marketing plan for the event. The more information you manage to cover in this plan, the more successful your marketing efforts will likely be.

If you want people to show up for your conference or seminar, you’ll need to market it like crazy. Tap into every possible resource available online and offline, and make sure your target audience knows that this event is happening.

Why should people attend your event? What’s in it for them? Is it beneficial in any way? The answers to these questions or what should make up most of your marketing strategy.

For the small price of around $100, you can effectively market your event to over ten thousand different people on Facebook, Twitter, Instagram, and LinkedIn by buying ads on these social media websites.

Event management isn’t a one-man job. There’s a huge team involved that works on the process togetherand having one person in charge of everything never works out well. Always delegate responsibilities to the team and make sure everyone feels involved and appreciated.