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 truth all too well. There are just so many details that require your attention. Even the most 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 with these 4 tips!
One of the most important first steps you can take as an event planner is creating an event overview. When you consult with your client, you’ll get an idea about what they’re looking for. If you have clear goals set for your consultation, you won’t miss any of the important details.
One of the easiest ways to create an event overview is to use a template. That way, when you meet with your clients you’ll be able to quickly jot down your notes. Plus, all your event information will be written down in one place. We recommend including the following headings:
- Sources of inspiration
- Decor and color themes
- Approximate size of guest list
- Venue and vendor wishes
- Food and drink specifications
A template is also a great communication tool. After you meet with your client, send the filled out template back their way. Doing so will give your client the opportunity to correct any miscommunications. 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.
Prioritizing is a double-edged sword. We aren’t saying that some details should be swept aside or overlooked – it’s quite the opposite. As you gain experience, you’ll learn that working on easier 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 better.
Prioritize the event planning tasks that are more complex and give them longer timelines. If you are going to run into problems, they will likely have to do with these tasks. Consider how much better you’ll feel if you discover these issues early on in the planning process. This way you’ll be able to deal with them under less pressure.
3. Don’t be shy about software
There’s a reason that event management software has been popping up lately. If you know how to use it 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 over 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 about complex features, that’s not the point! Even Google Drive can be a huge help for your planning. It backs up all your documents online, so you’ll never lose access to your important files or contacts.
Some 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, you’ll get that same satisfied feeling with a tracking software! Every software program has its strengths and weaknesses, so don’t be afraid to use multiple to get the job done.
Some software programs even have features that allow you to sell tickets. Say goodbye to making multiple trips to the printer! This also makes it easier for attendees to check in to 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. 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 floating and overseeing all the operations of the event. Does that sound like a fairytale? It almost is. The unexpected can happen, and if you’re not prepared for it, you can’t be a productive problem solver on the day-of.
Plus, 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 remover, a sewing kit, stapler, copies of the event timeline and layout, and a first aid kit are some of the most basic essentials. 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. Check out this post for a full list of suggestions for your emergency kit. Take it with you when you’re shopping for your stock!
Event planning is a challenging career. It’s no secret. Not everyone has what it takes, and productivity is key. Like we mentioned earlier, sometimes it feels like there aren’t enough hours in the day. Event 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!