Welcome to the exciting world of event planning, friends. It is a very exciting career. We get to learn a lot here, get a chance to participate in people’s joys and sorrows, meet different people and connect with them, and get the pleasure of creating memorable experiences for them.
Although event planning is a profession full of passion and excitement, sometimes unexpected events have to be faced in this profession. We will tell you about it further in this article.
Whether you’re planning your first event or trying to hone your skills, we’ve got the ins and outs, tips, and strategies that will help you make it all smoothly turn out to be a meaningful event.
So buckle up your seatbelt and make sure you’re ready for when things go wrong. Let’s set out together on this adventure that will unlock secrets that will help you manage your events.
1. Pre-event cool down: overcoming your internal jitters
Many times, when we are planning to organize a big event or a new event planner is ready to organize his first event, he gets a little nervous before organizing the event and thinks, Will he be able to organize that event successfully?
But at that time, it is very important to keep the mind calm and positive. We can use some techniques to make the mind positive and calm. Here we are sharing some of these techniques that will be useful for you.
1. Mindfulness Magic
You can use the power of mindfulness to calm yourself before a big event. First of all you have to focus your attention on your breathing, then take a deep breath and feel the positive energy going inside you with your breath.
After this, while exhaling, feel that all your stress and worries are going out of your body with the breath, this will make you feel good, mindfulness brings you to the present moment leaving aside the worries of the future.
2. Visualization technique
In visualization technique, you have to sit in a comfortable position in a quiet place and close your eyes and to visualize that the event you are organizing is being organized successfully.
Visualization not only helps reduce anxiety but it programs your mind for success.
3. Positive Thoughts
Enter positive thoughts inside yourself and say positive things like “I am capable”, “I have the strength to do anything”, “I can organize even the biggest event successfully”, these positive sentences repeat again and again several times. This will help you maintain a positive mindset towards success.
4. Preparation is important
Preparation for the event with positive thoughts and visualization is also very important. If you prepare well for every small and big task related to the event, then your confidence will definitely increase.
you will have more confidence to organize the event successfully. You will not have unnecessary worries.
5. Embrace enthusiasm
Change your perspective; change your nervousness into enthusiasm. Think that we are going to learn something new. In every event, we get to learn something new. You should be enthusiastic about learning new things; only then will your career grow.
When you prepare well for the event with the right mindset and positive thoughts, it is possible for you to control pre-event jitters. You will definitely be successful in organizing the event.
2. Early Warning Signs of Event Mishaps
You should take all the signal which you get during the event and take necessary action if needed
1. Lack of communication from vendors
Lack of responsiveness or unclear communication from the vendor can signal trouble. You have to maintain proper communication with the vendor before and while organizing the event, and to avoid mistakes, you should also check whether the work is being done as per the communication or not.
2. Weather Condition
Before organizing the event, get information about the weather forecast for the place where the event is going to be held. If the weather expert tells you about weather-related challenges, then you should prepare in advance to deal with these challenges.
3. Lack of participation of the guests
If the guests coming to the event are facing any kind of problem or there is a lack of participation of the guests in the event program, then this is also an early sign, and it needs your immediate attention to quickly resolve the concerns and ensure the overall improvement of the guest experience.
3. Stress Busters for When Things Get Crazy
The day of the event has come; everything is ready, but suddenly there is such a wave of tension that it is difficult to even breathe. Don’t worry, this is normal! Rather, I will tell you some surefire tips with which you can easily combat every stress and handle it by remaining calm even in the craziness of the event!
1. Joy in small joys
While organizing an event, sometimes small and big incidents happen, which create an atmosphere of humor. You should also enjoy these small and big incidents, which will reduce stress.
Along with this, connect with nature for some time, see the birds flying in the air, listen to the moving leaves, and reduce your stress by experiencing these small happinesses.
2. The magic of favorite music
Music is a very good way to relieve stress. You can also relieve your stress by listening to your favorite music.
Always remember that you are not alone; you also have your team with you. Trust your team and take help from them if needed.
While organizing the event, be happy, smile, and make light jokes so that you will not be stressed. Do not panic when adverse situations arise; remain calm and take appropriate steps to resolve the problem.
But don’t put too much pressure on yourself. By learning these methods, you will be able to relieve stress easily.
4. Prioritize Like a Pro: Delegating and Taking Control When
Your Event Feels Like Fire
When we are going to organize an event, many things come to mind, like a huge to-do list, the constant ringing of phones, and the noise of voices coming from all sides.
But there is no need to panic; today we are going to tell you how to set priorities like a pro and how to increase the work of the event.
So now relax, calm down, and read and understand the following things carefully.
1. First, find out the important things
First of all, find out those important and immediate tasks that are very important to do but are not being done, which can cause difficulty in organizing the event successfully. You have to do those tasks first.
2. Make a list of tasks
While organizing an event, you have a lot of tasks, and you cannot remember all the tasks, so it is wise that you first make a list of all the tasks.
After that, divide the important tasks into small tasks, which will make it easier for you to work, and also set a time limit for each task.
Take support from your team. It is difficult to do any big work alone, so create a good team and have faith in your team.
Give them different responsibilities, understand their strengths, assign them work according to their strengths and capabilities, and use their strengths properly.
3. Relieve stress
While organizing an event, do not forget yourself; take care of yourself; take breaks in between; take deep breaths; and remove stress. Only then will you be able to take charge with a calm mind.
Remember to communicate clearly with your team and partners, and also ask about the progress of their work. If any problems arise, try to solve them through discussion immediately.
Along with this, there is no need to worry about every small thing; you can leave some work that does not need to be done immediately during the event, but keep in mind that if the situation keeps changing, then the plans may also have to be changed and the work may have to be done. priorities may also change
The work that earlier seemed very important to us may not seem so important now; hence, keep reviewing the list of work from time to time and change the priority of the work as per the need.
5. Creative Problem-Solving When Plans Go Kaput
If any unexpected situation occurs during the organization of the event like rain, then there is no need to panic, panic makes the work worse, rather you have to find a solution to the problem with a calm mind.
You have to use your creative mind and find an alternative option. For example, if you were going to organize some outdoor games in the event but suddenly there is rain, then you can organize an indoor game instead.
If you were going to organize a dance program competition in outdoor, then you can convert it into musical chairs, or you can convert it into a story telling game.
Think outside the box, if the speaker cannot come then record his speech and listen to it, in this way by using your creative mind you can get out of even the biggest problems.
Remember to always be positive and enthusiastic, with a positive attitude the guests will also be enthusiastic. If a challenge comes, face it boldly, learn a lesson from the challenges, so that you can be prepared if that kind of challenge ever comes in the future.
6. Communication is key: Keeping Guests Calm and Informed
Through Thick and Thin
Communication plays a major role in the success of any event. Good and better communication can solve any problem.
If any unexpected incident occurs during the event, then in such a situation, you can make the situation favorable by communicating with the guests attending the event. Do not panic when an unexpected situation arises, but remain calm. tell about
Your language should be positive and reassuring, letting guests know that you are looking for solutions and that everything will be fine soon.
Keep giving constant updates to the guests coming to the event like when will the repair work be completed or what program will be held after the rain, this will prevent rumors from spreading and people will remain calm.
Along with this, listen to the needs and questions of the guests and understand their concerns. When you listen to them, they will also listen and understand you.
Remember, to create the magic of communication, think about possible problems and their solutions even before organizing the event, so that if a problem arises, you can do a quick replay, and do not have to think too much to communicate with the guests.
Remember, you are not alone, you have your entire team with you, you have to work together and take care of the guests together.
Even if a little mistake happens during the event, do not panic, rather try to improve it and take the guests with you in a positive manner.
7. Post-Event Debrief for Future Event Planning Perfection
When an event ends and the guests leave, then you have a treasure of learning. There is an opportunity to learn something from every event, so let us tell you about this too today.
After the event is over, first of all celebrate with your team and clap that you have completed the event with your team, this will bring a new enthusiasm in you and your team and they will be ready for the new event with new energy.
Secondly, what you have to do is to learn from the challenges that have come up during the event, analyze the problems that you have faced during the event, understand why the problem has arisen and ensure that such problems do not recur in the future. Take effective steps to
Take feedback from your guests after the event, what did they like during the event, and what things do they want to improve. Pay attention to their opinion and plan the next event accordingly.
The support of a team is the path to success: The wind feels stronger than walking alone! Evaluate the event with your team. Everyone’s opinion, every small suggestion matters. Plan ahead together, learn and grow.
Passion to move forward: Don’t go to sleep analyzing! Apply these learnings to your next event, experiment and challenge yourself every time. This is the real magic of learning.
So now look back, celebrate the wins, learn from the losses and say loudly – the next event, even more memorable, even more spectacular! With each event you become a better organizer, and that is the real mark of success!
Wishing you more learning and more celebration at each of your events!
