5 Tips to Staying Organized When Planning an Event

Planning any event can be stressful, especially if you are not organized from the start.  These five tips will not only give you a firm foundation but help to ensure less stress as you plan your next event.

  1. Write it down: I know that we are in an electronic society, but a good old notebook and pen will go far. Don’t try to remember everything. As sharp as we believe our mind is, some things are just hard to recall especially during the planning process. If you keep all of your important thoughts and ideas in your notebook, I guarantee your life will be easier and you’ll probably want to thank me later!
  2. Use your calendar: There aren’t many people left these days without a smart phone.

(If you don’t have one, stop reading this immediately, go back to 1995, turn in your old phone and return to 2017 purchase a smart phone and pick back up at number 2)

Use your phone’s calendar to keep track of: appointments, contract due dates, counts for the venue and any other pertinent information.  You can also add tasks to complete to your calendar and can link your tasks and appointments to your email – customizing your appointments to your liking.  Not sure how to work all your calendar features, stop by and visit your local service provider and I’m sure they will be happy to help.

  1. Organize your Email: When planning an event there may be a lot of email communications between you, the vendors, your team, potential speakers and attendees. Keep your inbox organized. Make a folder for your event and sub-folders inside of that for things like: vendors, registrations, speaker etc. Any email communication you receive specific to those topics should be moved to the particular folder.
  2. Create a Timeline: Create a timeline and stick to it so that you know when something should be finalized and completed. You can come up with a timeline with your team or if you need guidance, you can google timelines to get an idea of how soon action items for your event should be completed.  Your timelines can have things such as:
    • When registration ends
    • When to have the speaker confirmed,
    • When to complete agenda, etc.

This guideline should be followed by everyone on your team ensuring you all stay organized and on top of your event.

  1. Delegate, delegate, and delegate: Assign responsibilities to your team. For instance, you could have one person in charge of registration, another person in charge of speakers and special guests, another in charge of vendors, etc. Don’t try to do it all by yourself!  If you don’t have a team, build one.  Be committed, and have your team keep you updated via weekly, bi-weekly or monthly via meetings, emails, etc.  Remember, a great event starts with a great team!

If you start off with these five tips, you are sure to save yourself some stress and be off to a great start in the planning of your next event.