Your Complete Roadmap to Event Success [INFOGRAPHIC]

Your Complete Roadmap to Event Success [INFOGRAPHIC]

12 min read
Reach new heights with 5 game-changing productivity tools.
Managing time and multiple deadlines are at the heart of successful event management. Whether you’re new to events or a seasoned prof, there are always new ways to be even more efficient and effective.

These 5 incredible productivity tools help you do just that, putting you well on the road to event success.

5 game-changing productivity tools for #EventProfs Click To Tweet

The Event Success Roadmap

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#Infographic on the 5 best event productivity tools: The Event Planning Roadmap Click To Tweet

All the productivity tools in our Event Success Roadmap have been designed by experienced event professionals, especially for Event Managers. They’re specific to our industry, so they’re intuitive, easy and ready to use straight away.

Pick and choose your favourites from the Event Success Roadmap, or download the whole set here.

Invest in Yourself and Reap the Rewards

When you’re flat out busy it seems easier to keep doing things the same old way, treading the well worn path that’s always worked. Who has time to try out new stuff, like planning and budgeting systems?

Actually, you’ll gain more time when you take time out for process improvement. Think of it as an investment in yourself and how to work smarter – not harder – for even more brilliant results.

5 Best Event Planning Tools

1. Event Glossary

Start your journey in pole position by learning the lingo of events.

2. Event Planner

Plan for success with this amazing tool that takes event navigation to the next level.

3. Budgeting Tool

Get the best return on your budget and stay on track the easy way.

4. MC Checklist

Harness your MC’s talent for true event mastery, every time.

5. Run Sheet

For smooth, seamless and successful operations on the night.

Download ALL 5 event productivity tools now

Step 1. Learn the Lingo

Event professionals use a truckload of jargon as ‘quick speak’ to communicate quickly and clearly about a gazillion things while they dart from start to finish of every event. Events are by nature detailed projects, having so many facets to manage and suppliers to liaise with, for:

  • Venues
  • Entertainment
  • Speakers
  • MCs
  • Theming
  • Catering
  • Promotion
  • AV equipment
  • Budgets

The rise of technology keep bringing a whole swag of new terms to learn, which makes it important for all event managers, from novice to experienced, to stay up to date with the lingo.

Using the Glossary of Event Terms
The Event Glossary is a reference tool that’s constantly updated so you can use it to brush up on the latest lingo at any time.

You can use it in a few different ways:

Bookmark it to your web browser for easy access to new words and phrases

Download the PDF and keep it in a handy place on your computer

Print the PDF and swot up on new words in your lunch break or on the way home

Save yourself the time searching definitions from unknown sources, and get your hands on the ultimate Glossary of Event Terms already!

Download ALL 5 tools now

Step 2. Plan for Success

Sticky notes, loose sheets of paper and exercise books, be gone! Like a rusted old car, these can’t be trusted for a smooth, hassle-free trip to event success.

Little bingles – like the no-longer-sticky note that fell out of your diary causing you to forget to secure the only suitable venue – can turn into big problems.

With so many components to manage you can’t afford to miss a thing, so we strongly recommend using a professional event planning tool.

This incredible event planner is pre-filled with virtually every project task – whether it’s a small event or a larger, more complex production. You save chunks of time by not having to reinvent the wheel every time. Not to mention it’s a cinch to use and can be customised for specific needs.

Sticky notes, loose sheets of paper and exercise books, be gone! The Event Planning Template is a must-have #event tool. Click To Tweet

Using the Event Planning Tool
Step 1

Select your event timeline:

  • 6 months for longer range planning
  • 90 days for midterm event planning
  • 14 days for short timeframes

Each one varies in the level of detail included, since the the larger and more complex event the longer the lead time, generally speaking.

Step 2

Fill in your event details, including title, date, time, location, and organiser/contact.

Step 3

Designate tasks

Tasks appear in order of approximate deadline. For instance, the 90-Day planner is divided into tasks for completion 60-90 days prior, 30-60 days prior and 14-30 days prior. The person responsible, exact deadline, status and notes for each task is included.

Tasks are also grouped by ‘Category’ to provide another helpful view and keep everything on track. The Categories include: Event, Venue, Catering, Run Sheet, MC/Speaker, Entertainment, AV/ Lighting/Staging, Promotion/ Signage, Set Up and Evaluation.

If you need additional rows, simply “insert row” and use the drop down menu that appears.

For complete instructions, check out the Event Plan Template Step-by-Step

Because the Event Planner is pre-loaded with virtually all elements, you free up less time on admin so you can focus on being creative to and make your event a huge success. It’s perfect for event managers at any level of experience, AND it’s available in Microsoft Excel and Google Sheets.

Step 3. Make Every Dollar Count

If there was a stereotypical event manager, she might be:

  • Creative
  • Super organised
  • Short on spare time

Getting bogged down in numbers because they don’t have what they need at their fingertips would be a source of major frustration, right?

Enter the budgeting tool you always wished you’d had. Budget management that’s:

  • Pre-loaded with standard (and extra) event budget items
  • Easy to use
  • Flexible for all event types

AND saves your precious time by enabling you to track and communicate:

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

Just enter the amounts and, thanks very much, it’s all calculated for you. It also prompts you take a strategic approach to where you spend your money, especially for the bigger ticket items:

  • Catering – include food & beverages, wait staff
  • Keynote speakers
  • Masters of Ceremonies
  • Entertainment: comedians, bands, magicians, roving performers
  • Travel – flights and accommodation for interstate/overseas staff and VIPs

There’s one sheet to input the data in clearly marked cells, and another sheet to give a quick, at-a-glance summary of how your budget is tracking. A traffic light system alerts you to any overspend to help avoid the dreaded budget blowout!

Using the Event Budget Tool
Step 1

Download your preferred template

  1. Small Event Budget – for smaller events (think product launches, reward nights)
  2. Big Event Budget – for larger, more complex events (conferences, expos and the like)

The Big and Small Event templates are available in your choice of Microsoft Excel or Google Sheets.

Step 2

Enter your event details
Easy peasy. Enter the title, date, location and approximate number of people.

Step 3

Enter amounts in BUDGET column

  • Estimate the spend for each event item in the Budget column
  • Track the actual costs as they come to hand in the Agreed column
  • Note any variations between Budget and Agreed in the Variation column

The Budgeting Tool helps you Plan, Control and Evaluate all event expenditure. Planning an event is like planning a road trip. You need to know how much fuel it’ll cost to get from A to B, and not run out half way!

We also have a handy step-by-step on using the Budget Tool

Download ALL 5 tools now Planning an #event is like #planning a road trip. You need to know how much fuel it’ll cost to get from A to B, and not run out half way! Click To Tweet

Step 4. MC Mastery

You’ve probably heard the saying, ‘Entertainment can make or break an event.’ All true, and it relates as much to keynote speakers, musicians, comedians and stilt-walkers as it does to the Master of Ceremonies (MC).

The MC plays a crucial role in the overall success of the event, so it’s a game-changer to choose the right person for the job.

Your MC is fundamental because they have huge power to:

  • Hook the audience from the get-go and set up the tone for the whole event
  • Keep the audience focused with light relief between segments
  • Create flow between different topics or speakers
  • Work the room to encourage donations or help convey a desired messages
  • Keep the event running smoothly and on time

That’s a whole lot sitting in the MC’s hands, so you want to get it right!

Step 5. Success on the Night

This is it. Event night. Or day, whichever the case may be. You’ve made it this far along the road, with immaculate planning, budgeting and talent selection.

Don’t run out of fuel so close to the finish line! You need a fabulous run sheet, that’s all, then you’re home and hosed, ready to hear all that glowing feedback.

A great run sheet lists all tasks in sequence, and can be readily shared with all stakeholders to ensure everyone’s on the same page. It helps you stay on track when the pressure mounts and everyone wants to ask you something (Where to put the flowers? The mic is faulty! The speaker wants to see you for a minute. We’re 20 minutes behind! What do you want to do with entree?)

Check the run sheet, all your timings and contacts are at your fingertips. Totally cool and in control.

This our favourite run sheet because:

  • It’s a cinch to communicate simultaneously with all 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 in the heat of the moment
  • Keep yourself on track, especially when time is running out and the pressure’s on

Using the Run Sheet Tool

How to use the Run Sheet in 3 easy steps:

Step 1

Record your event details (title, date, time etc) and all contact details.

Step 2

Detailed Run Sheet
The ‘Run Sheet’ tab contains the core run sheet details, by chronological order, place and person responsible.

Step 3

Make notes
Record any additional details you need to share with the event team.

Remember the Run Sheet is designed for collaboration, so don’t forget to email it or store it in your organisation’s document sharing location.

Download ALL 5 tools now

Destination: Event Excellence

As an Event Manager, you want the smoothest path to event excellence. The pro tools in this planning roadmap are as close as you’ll get to cruise control in such a fast-paced, high-pressure career. Onwards, forwards and upwards!

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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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