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
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.
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.
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.
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:
- Venue staff
- AV hire
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
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 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:
- 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.
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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- Review important figures at a glance with the pre-filled Event Budget Template for Excel and Sheets.
- If your event is starting to stress you out, you might want to read about the tool that helps Event Profs everywhere, the Event Planning Template.
- See how much time and money a talent bureau can save you – send a brief of your event and we’ll come right back with a stack of new event ideas.
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