Boost Your Productivity with These 4 Event Planning Tips!
Sometimes there just aren’t enough hours in a day. Event and wedding planners know this all too well. With so many details that require your attention, even seasoned planners can get overwhelmed! Regardless of how good you are at your job, there are always opportunities to become more productive.
Continue reading to learn how you can boost your event planning productivity!
1. Creating an overview
One of the most important first steps you can take as an event planner is to create an event overview. When you consult with your client, you’ll get a good idea of their event goals and expectations. If you have clear goals set for your consultation, you won’t miss any of the important details.
Use a template to guide your consultation. Create a number of headings, and even some leading questions, to ensure you get everything you need. When you meet with your clients, can quickly jot down your notes under each category and keep momentum going. Plus, all your event information will be written down in one place. We recommend including the following headings:
- Event inspiration
- Decor and color themes
- Approximate size of guest list
- Venue and vendor wishes
- Food and drink specifications
A template is a great communication tool. After you meet with your client, send the completed template back their way. Doing so will give your client the opportunity to correct any miscommunication before moving forward. It will also help set clear expectations for the planner-client relationship. Use the template as a reference point. If your client begins to make additional requests, point them back to the original template.
2. Prioritize your tasks
Prioritizing is a double-edged sword. We aren’t saying that some details should be swept aside or overlooked – it’s quite the opposite. But as you gain experience, you’ll learn that working on the easiest tasks first isn’t always the best idea. While it can be nice to ease your way into planning an event, sometimes diving in is the better route.
Prioritize the tasks that are more complex and assign yourself reasonable timelines to complete them. Unforeseen issues often arise with longer, more complex tasks. When you allocate the appropriate amount of time, and then some, you’ll have an easier and less stressful time managing it all.
3. Don’t be shy about software
There’s a reason why event management software has been growing in popularity. If you know how to use a particular planning software properly, it can seriously make your life easier. We know that new technologies can be intimidating at first. That’s why there are tutorials to help you overcome the learning curve faster. Don’t be shy! Once you get the hang of it, you’ll be glad you did!
Think about how much time you could save by using a program that helps you manage your tasks. Event planning software is usually fairly straightforward. Look for apps that are easy to use. Don’t waste your time trying to learn complex features from the get-go, that’s not the point! Even Google Drive can be a huge help when planning. It backs up all your documents online so you’ll never lose access to your important files or contacts.
Some applications even allow you to collaborate with other planners and vendors. One of our favorite features is progress tracking. Think about crossing something off your to-do list. That satisfied feeling? You’ll still get that with tracking software! Every software program has its strengths and weaknesses, so don’t be afraid to use multiple apps to get the job done.
Some software programs even have features that allow you to sell tickets to the events you plan. Say goodbye to making multiple trips to the printer! This also makes it easier for attendees to check into your events. When it’s possible to do everything from your mobile phone, why not go for it?
If software sounds like something you would like to try out, check out this list of the best tech tools for event planning!
4. Prepare your emergency kit
You can prepare as much as possible for your events, but, sometimes, it can be hard to be productive on the day-of. If you’ve done your job right, you’ll find yourself calmly overseeing all the operations of the event. Does that sound like a fairytale? It almost is. Always expect the unexpected. When you aren’t on your toes, you can’t be a productive problem solver on the day-of.
And isn’t that one of the main reasons that clients hired you? Unless they are seasoned planners themselves, they won’t know how to deal with disasters. That’s where you come in – the hero!
We cannot emphasize the importance of an emergency kit enough. A bride will not be able to mingle and repair venue decor at the same time – nor will you want her to! If you have a kit filled with all the essentials, you’ll be able to solve problems much faster.
Stain removers, a sewing kit, a stapler, copies of the wedding timeline and layout, and a first aid kit are some of the most basic essentials for a wedding emergency. Our motto is that you can never be over prepared. An emergency kit isn’t a one-size fits all resource. Every event will have different emergency necessities. For example, if you’re planning a destination event, some sunscreen and extra water bottles won’t hurt.
Event planning is a challenging career. Not everyone has what it takes! Professional planners know that saving a few minutes here and there can really add up. We hope this list of tips will help make you more productive…and less stressed out!