Event management isn’t a career for everyone. It’s a high-stress, fast-paced job that demands quick thinking, terrific organizational skills and a Zen-like sense of calm that would make a shaolin monk envious. While there are plenty of individuals who are capable of thriving at this profession, there are many more likely to crash and burn the moment their plate gets a little too full.
Naturally, if you’re hiring an event manager for your staff, you want to avoid picking anyone from the crash and burn category, having the wrong management staff is a surefire recipe for disaster. Here are a few warning signs that your prospective planner might not be all they’re cracked up to be.
They’re Even A Little Bit Disorganized
Look at how event managers conduct themselves. Do they appear clean and well dressed, or scattered and messy? Do they stay punctual and professional, or do they have a habit of being late and forgetting appointments and communiqués? Event managers need to consistently remain on top of things in order to effectively do their job; they need top-notch time management skills. If the planner you’re thinking about hiring seems to lack these traits or abilities in their personal life, how would […]
It’s something no event management professional wants to deal with: a key partner or guest speaker has bailed out on your conference with little to no warning. You’re left high and dry, desperately seeking out a replacement (or, failing that, going into full damage-control mode.) While most veteran event planners have likely dealt with unreliable guests, an incident like this could easily seem insurmountable to a less-experienced planner.
So what’s a good show-runner to do about a flake?
The first, most important rule is not to let this get to you. Admittedly, it’s next to impossible to address this problem without getting at least a bit stressed out. That said, you should not, under any circumstances, launch into full panic mode, nor should you descend into an unstoppable fury. Approaching the crisis with a clear mind and a cool head is the best way to help your self. Being calm and collected will go a long way towards solving the problem. Put your energy toward discovering your solution, rather than fuming about what is out of your control.
Find Out Why
Don’t simply assume the worst. There could be a whole host of reasons why your speaker/associate isn’t there when you need them. […]
Budgeting is probably the most difficult task for every event management professional – particularly if you find yourself coming up short. If tight, it can be incredibly tempting to cut corners, but that’s not an advisable course of action. Skimping on features is a surefire way to ruin an event, and it’s not the way to solve your event budget constraints.
So…how can you save money? Get creative, there’s ways to cut down on an event’s overhead without causing quality to suffer too much. Here are a few cost-saving event management techniques that won’t completely water-down your event in the process.
Seek Out Sponsors
First and foremost, check around the industry in which you’re running the event for sponsorship. There’s a good chance you’ll find a company or organization that values a marketing opportunity with your attendees, look to industry leaders. A win-win deal provides a sponsor something they value in exchange for them covering a nice chunk of your costs.
Tip: a company may value an audience with your attendees, the chance to speak with them directly. If the company or organization truly provides value you may consider offering one of your speaking slots.
Spend Less On Guest Speakers
Ask yourself – do you really […]
As an event planner, you’re probably used to doing several hundred things at once while running on little more than fumes. Ignoring the demands of your body in order to focus on keeping the show running is probably old hat to you. On some level, you’re aware that what you do probably isn’t the best course of action if you want to stay healthy…but you’ve so much to do, you don’t really bother thinking too much about it.
You probably should.
For one, it’s been proven time and again that your mental well-being is tied directly to how well you care for your body. A physically healthy individual will be more alert, less irritable, more able and generally just better off overall. On the other hand, someone who neglects their health will likely see them self become sluggish, unfocused, and easily agitated; to say nothing of the detriments you might start to see as you age.
In short, if you ignore your health enough, your performance as an event manager will suffer along with your personal life. So…basically, what I’m saying here is slow down. Take it easy. Start following these five health tips before you work yourself into an early grave.
Don’t Overdose […]
With so many details associated with planning an event, it is possible to overlook the fact that some sort of disaster may occur. While disaster may be unlikely, you must be prepared for the unforeseen. Some things are out of anyone’s control, but it’s your responsibility to have an action plan.
Below are three potential (and somewhat common) event disasters you should plan for:
1. Medical emergency.
The more people you have at your event the higher the likelihood you will face some sort of medical emergency. Aside from choosing a safe facility and not engaging guests in dangerous activities, limiting risk is about having a solid response plan.
Limiting risk includes having solid emergency response plans
What will you do if an attendee faints or has a heart attack? How about if somebody trips and falls?
You should fully understand your event venues internal emergency response capabilities. Larger venues have trained staff and highly detailed procedures, while a smaller venue may only have a basic first aid kit. Depending on the size of the event, preparedness could be anything from having local emergency authorities on speed dial to having medical staff present.
2. A fight amongst those in attendance.
Would you expect this to happen at a […]
Last week, we took a look at the components every novice event management professional should focus on to help build a strong portfolio. Today, we’re going to take a quick look at how you should format a business portfolio, fitting those component pieces together to best catch the eye of prospective clients. More importantly, we look at the language and presentation of your portfolio that will best ensure perspective clients hire you. Not surprisingly, presentation plays a huge role in every aspect of an event professionals’ career.
Putting together your event management portfolio for the first time can be an intimidating process. It’s all too easy to get discouraged, particularly if you don’t have too many experiences to include. Ignore this; you need to start somewhere.
First, outline the natural progression of your professional story:
- Who you are (brief professional bio)
- What services do you offer (professional capabilities)
- What you have done (professional affirmation)
You’ve got the first one down. Write a paragraph about yourself, your company, and your personal take on your sector of the industry. Then ask yourself what a potential client may take away if they only read that paragraph. Is there something memorable and of value to a potential client?
Remember, a portfolio […]
When it comes to the event planning process, it is easy to shutdown due to “brain overload.” In other words, there is so much on your plate that you don’t know what to do now, what to do later, and what to skip over altogether.
If you are the micromanager type, this is not the time to remain stuck in your ways. Instead, it’s time to delegate some of your tasks to others. It may be difficult to relinquish control, but remember this: you are still running the show, but you’re just not doing everything on your own.
Here are five tasks you should consider delegating to others:
1. Communication with vendors.
Are you hiring a catering company? Do you need a security team? Make a list of the services you need, rough out the parameters and core questions per each type of service provider. Then have a team member compile a list of local vendor options and make initial contact with each one. Your assistant should be able to gather enough information so you can decide how to move forward.
Remember: once you choose vendors there will be tons of communication back and forth. Make sure you assign one person on your team as […]
No matter how skilled you become at your job, you should never stop looking to improve. To disregard the idea of self-improvement is the ultimate expression of laziness and apathy. Those men and women who are truly successful at their jobs never stop trying to find new ways to better themselves.
No, I’m not practicing for a career as a self-improvement huckster. I’m just offering a bit of valuable advice which every event planner should take note of. No matter how perfect an event seems to have been, there’s always something you could have done better, always a mistake you can improve on the next time you run an event.
The trouble is it’s just about impossible for one person to discern what these mistakes actually are. As an event planner, if you try to be everywhere at once, you’re very likely to drive yourself to the point of exhaustion, while everyone else wonders who the odd little animated ball of stress happens to be.
Instead, what you need to do is let your event play out just as you planned it to, and examine the finer details once everything’s finally wound down. Only then should you start considering what you might have […]