Organizations are getting familiar with the importance of events. Today, more and more businesses are into events to engage with their current clients and attract new ones. Planning and executing impactful events plays a crucial role in the success of an organization. The virtual event market is expected to reach $262.52 billion by 2030. So, putting together impressive events will serve you well in the long run.
Putting together events requires robust planning and impeccable execution. It demands time and coordination within the different sections of an organization. In this blog, we’ve compiled a list of 10 time-saving tactics to help you plan frequent events that engage and impress every single time.
10 Event Planning Tips that Save Big on Time
- Start planning early
Jotting down details and making changes till the last minute is the recipe for a failed event. Start with understanding your audience and setting clear, realistic goals. Getting a perspective on the event will help you stay focused on the essential details and avoid wasting time on trivial matters.
Start by preparing a plan for the event at least 4 to 6 months before the event to avoid last-minute chaos. The plan gives you ample time to approach vendors and finalize venues and speakers. If your internal team lacks the time or expertise, partnering with a professional event agency can help streamline the entire process and ensure a high-impact experience for your audience.
- No new hires for important events
Training staff for events takes time. When it comes to event planning, you need to be acquainted with the skill level of your personnel. Putting new hires on staff to handle important events may not be the best idea. When planning events, judge your new hires’ talent on less intense and smaller events.
- Let chatbots be at your service
Several event management tools leverage AI-powered technology to save significant time for organizations. AI chatbots can be used to develop a brand voice and tone and provide potential customer service. They can even be used to gather data on the audience through polls and surveys.
- Send reminder emails to vendors, sponsors & partners
Sending reminder emails to vendors, sponsors, and partners plays a crucial role in streamlining event planning processes. These reminders serve as gentle nudges, ensuring all involved parties stay on track with deadlines and commitments. Event planners can prevent last-minute rushes and avoidable delays by proactively reminding them of upcoming tasks, meetings, or deliverables.
- Invest in a reliable event management tool.
An all-in-one event management tool will assist you in planning, executing, and promoting your events effectively. An event management tool can handle building a detailed budget, collaborating with key stakeholders, and marketing the event for further engagement.
- Perform a test run of the event:
In order to prevent failure or detect an error in your plan, you must run a test run of the event. Doing so will save you from a lot of stress and time that can be otherwise spent on something more crucial for the success of your event.
- Send staff training videos
Sending staff training videos can significantly streamline event planning processes by providing efficient and accessible means of instruction. This approach saves time that would have been spent organizing and conducting on-site training sessions and alleviates the stress associated with coordinating multiple training sessions and ensuring that all staff members receive the necessary information. The staff can also revisit the videos as needed, reinforcing their understanding of key concepts and procedures, thus further optimizing their performance during the event.
- Have an eye on your social media feeds
Keeping an eye on your social media feeds can be a game-changer in event planning, saving time and stress. By staying connected to relevant platforms, you can effortlessly gauge trends, gather inspiration, and even solicit feedback or ideas from your audience. Social media offers many resources, from event planning groups to industry influencers, providing invaluable insights and shortcuts.
- Improve your event communication.
Centralize your event communication with the help of a single event service solution that provides a platform where you can send documents, consolidate message threads, and check the statutes of current and upcoming events. Doing so can save you chunks of time and lessen stress on the team.
- Add speakers for your future events
Gather the names of well-known persons in your field, make excellent lecturers, or have shown an interest in publicly collaborating with your company. You can use the list to identify speakers instead of spending hours searching through your contact list and LinkedIn when scheduling them. This can even be done for your conferences. There is conference room management software that streamlines the process of planning conferences.
Final Thoughts
Whether it is a hybrid event or a virtual conference, hosting events can help you build authority and improve your attendee experience and engagement.
Now that you are equipped with some of the most effective time-saving tips when planning events, you can take the next steps to plan an engaging and successful event for your attendees.
