Save 30% of Your Time With These Clever Event Hacks

Save 30% of Your Valuable Time With These Clever Event Hacks

10 min read
Time is of the essence in event management.
The lists cut into your day like a hot knife through butter. If you’re like 99% of the event management population, you want stuff to get done faster and more efficiently.

Read on to discover insider tips for saving big chunks of your precious time.

1. Plan, Plan, Plan!

You’ve probably heard the saying “Failing to plan is planning to fail.”

It applies to events as much as it does to any project. Planning well from the start, quite simply, saves time and avoids headaches nightmares.

Little oversights can quickly become big problems, so be sure to map out the the project early on:

Event goals

Being crystal clear on goals helps you make the best decisions along the way. For example, if you know your target audience you’ll be able to pitch venue and entertainment choices correctly to produce a memorable event.

Plan your budget

There’s no point forking out for Beyoncé if she’ll chew up 95% of your budget, leaving McDonalds the only affordable catering option. Get yourself a great budgeting tool. (Hint: see Budget Template below).

Track all tasks

Events can get very detailed, and it’s hard to remember everything off the top of your head. Best not to fly by the seat of your pants, and use a good planning tool. (Hint: see Event Planning Template below).

Hit the ground running on show night

You need to tightly plan the schedule for your event and be 100% across what will happen, when, and who is doing what. You guessed it, you’ll need a run sheet tool as well. (Hint: yes, you guessed it, see Run Sheet Template below…)

Use these clever event hacks to save at least 30% of your time. Click To Tweet

2. Automate With Smart Templates

Because reinventing the wheel is for chumps.

Many of the steps in managing events are similar, so it makes strategic sense to have an established process. Templates help you distil best practice and be more efficient.

Hot Tip

The templates below are specifically for event management, and they’ve been designed to work together. If you’d like to save at least one third of your precious time, get downloading and try them out.

Distil best practice and be more efficient with these clever event planning templates Click To Tweet

3. The Event Plan

Managing events puts you in the limelight. You’re responsible for making it 100% awesome. A rigorous planning tool can save you from making the tiny boo-boos that can escalate into large, embarrassing situations:

“OMG!! I forgot to tell the kitchen about the VIP’s nut allergy.”

Awkward… Not to mention the time you’ll waste fixing the problem.

Does your event plan track event tasks, key dates, persons responsible and project progress? Click To Tweet

It’d be near impossible to manage the myriad tasks without a robust project management tool. Unfortunately, good old pen ‘n paper lists don’t make the grade.

The event plan is like a to-do list on steroids. It plans and tracks:

  • Event tasks
  • Key dates
  • Persons responsible
  • Project progress

Free up your time for other important duties – like getting really creative and stunning your guests with an amazing experience. This comprehensive event planning tool is pre-filled with virtually all potential event tasks. It’s ready to go – no time wasted starting with a blank page.

Free Event Planning Template

Download the Event Planning Template now and reclaim 10+% of your time.

4. The Budgeting Tool

Good budgeting is crucial to successful event management. It makes the difference between a stress-free event and one tarnished by nasty surprises. Nobody relishes having to beg the boss for an extra $5K they didn’t allow for hiring an MC!

The ideal budgeting tool is:

  • Easy to use
  • Comprehensive in detail
  • Suits all event types and sizes

This Budget Template covers it all, and more. It’s pre-filled with the full range of likely event expenses so you don’t have to draft it all from scratch.

Save big chunks of time because you can readily track and communicate:

  • Estimated costs
  • Agreed costs from suppliers
  • Variances (minor additional charges)
  • Final vs planned expenditure

Just enter the items and presto! The calculations are done for you.

Free Event Budget Template

Don't start from scratch, use this template pre-loaded with every expense imaginable.

5. The Run Sheet

Have you ever met an event manager who doesn’t use a run sheet? No, we haven’t either. A run sheet lists the sequence of event tasks on the actual day or night. Sticky notes pasted in your diary don’t cut the mustard…

The run sheet should be shared with all stakeholders to ensure everyone’s on the same page:

  • Speakers
  • MCs
  • Entertainers
  • Venue staff
  • AV hire
  • Technician
  • Photographer

Importantly, for you, the run sheet will keep you on track when the pressure’s on and every second person wants to ask you where to to put the table or how high to rig props from the ceiling. You’ll be across it all, thanks to your fabulous run sheet.

This run sheet also has space to record important contacts, saving you time searching through your phone or in the two notepads you have on the go when you need to make a phone call. It’s a huge time saver in the lead up to the event as well as on the actual night.

Save precious time because you can now:

  • Communicate the running order simultaneously with stakeholders: venue staff, technicians, your manager, co-workers and talent instead of meetings or individual conversations.
  • Have all contacts and event schedules in one place, avoiding the need to hunt for it every time
  • Keep yourself on-track, especially when time is running out and the pressure’s on

Free Run Sheet Template

Download the Run Sheet Template now and gain 10+% more time.

6. Call in the Experts

Sometimes it’s more efficient to engage the services of experts than doing it all in-house (read: by yourself). These experts are known as ‘managed services’ and can help you out in a range of ways.

Talent Management

Talent can make or break your event. A boring speaker will have the audience nodding off, or worse, chatting amongst themselves. A well-pitched one, on the other hand, will have guests fully engaged, hardly paying attention to the delicacies on their fork or the fabulous table centrepiece.

It’s super important to hire the right speakers, entertainers and Master of Ceremonies (MC) for your audience demographic.

Enter your friendly talent bureau. They’ll do all the hard yards for you:

  • Recommendations
  • Bookings
  • Briefing
  • Manage talent on the night

All this expertise costs you – wait for it (drum roll…) – $0 because services fees are absorbed by the talent.

Total no brainer.

Event Styling

An event stylist will take themeing and decorations to the next level. Stylists have access to all sorts of decorations, not to mention their fabulous ideas for transforming any space from drab to fab.

Provide a brief – including your event goals, audience demographic and venue specifications – and the hard yards are done for you.

Audio Visual (A/V) Services

Even if you’re switched on with all things technical, faulty equipment can throw big spanners into the works and upend your (otherwise brilliant) event.

  • Confirm A/V equipment required by MCs, speakers and entertainers
  • Check what the venue provides
  • Book equipment from A/V supplier (eg screens, speakers, microphones, projectors)
  • Hire a technician to manage A/V on the night

For larger events you may need help with promotion. Your company might work regularly with a marketing or public relations (PR) agency, and they can quickly devise professional event communications:

  • Design/produce invitations
  • Send invitations
  • Manage RSVPs
  • Promote event (website/social media)
  • Ensure all all design elements are consistent

Your time is valuable. Reclaim it now.

Work smarter and try our pro time-saving tips:

  • Strategic planning
  • Professional templates
  • Managed services

No need to work back late! How will you spend your 30% bonus time? Get to that gym class, catch up with friends, see a film… and arrive at work fresh as a daisy each morning, pumped and primed to produce your next fabulous event.

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About the Author

Gav George

When his school music teacher loaned him a cassette tape (yes, he's that old) of a fusion band, Gav entered the jazz world after years of classical music training. He was lucky enough to play with some of the greatest living jazz musicians and toured key festivals. Then Enhance founder Alison Clarke called on Gav to work on the company's marketing. This led him to his new passion of… marketing! Gav oversees Enhance's marketing initiatives, gets a kick out of connecting with clients and unearthing new talent. Gav still has that cassette tape, so if his music teacher reads this, please get in touch so he can return it.

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