It’s your first time planning an event! Congratulations! Event planning is one of the more stressful but incredibly rewarding tasks that you can take on. It takes a lot of project management, people management, and plenty of advanced (and contingency!) planning: there are even more skills listed in this Zkipster article, too.
There’s a lot to take into consideration, and don’t worry, you will be overwhelmed for a bit, but that’s why you write out, or type out, any plans that you have or ideas that you have in a notebook or a single file. Free tip? Keep things organized and color-coordinated for extra help! Now let’s get started.
Dedicate a Notebook and Computer File
This is essential for every event. You want to have an event notebook that allows you to track your progress and ideas between events. Plus, you can make quick notes that are needed or that just slip into your mind. In a way, your notebook is the mind map that allows you to get every idea out of your head so that you don’t forget any ideas. You can do the same with a document file, but the tactile nature of a notebook is definitely superior.
Now, you will also want a computer file totally dedicated to a single event. This is where you can store pictures, data, flyers, and, in some cases, you can even share the file with collaborators so that everyone can see what is going on. Files are a great way to stay organized, plus if you have the same event annually, you can use subfolders to hold the data for different years.
Have a Sounding Board
When you are making your plans and figuring out what it is that you want to do, it is important to have a sounding board. This can be a little tricky because you generally want to have the same person working with you, so you aren’t explaining the event again and again.
One thing that some planners use is AI in order to discuss their ideas and get them out. AI can then provide feedback and additional ideas, but here’s a word to the wise: nothing can ever replace human interaction or the creativity of the human mind.
Don’t Be Afraid to Ask for Help
Event planners are never alone! Check out places like Reddit and, better yet, talk to the people around you who have done event planning before. The best resource is always going to be someone who has done this before. Make sure you use those resources. Even better, maybe ask another event planner if you can meet with them and go through your plans, that way you have more than one input giving you ideas and constructive feedback.
Follow the K.I.S.S. Method
It’s your first time, and you want to go and do everything, everywhere, and make the most fantastical event ever. Slow down there, partner. We all want to take a bite that is bigger than we can chew, especially when trying to show just how much we can do. There’s nothing inherently wrong with that, except that you are going to run yourself into the ground and make mistakes that could have been prevented.
This is why you want to follow the simplest method to make sure that you are doing things as directly as possible and to the best of your ability. Once you get the hang of running and planning events, start planning more and incorporating more ideas. But start off slow and always remember that a job well done is more important than being showy.
Be Prepared to Be Flexible
As a final word on this, you have to be flexible. Events are never going to run as smoothly as you want them to because there are always going to be people involved, and chaos will happen! It is honestly just the way it is, and that’s okay. That’s where you have to work on being flexible. Not only that, but you also have to make contingency plans just in case something goes wrong.
Event planning is a dance of making sure you don’t totally overwork yourself and your team. Then comes in the catering, decor, and all of the activities that you need to include, and don’t even mention getting a speaker or sending out invites or event reviews. As I said, it’s a dance, and you have to learn the steps little by little. Your first event may be perfect, or it may not be. It’s okay! Either way, you are learning, and you are working on your skillset. Take a deep breath and dive in.
