The event planner is responsible for doing all the work, controlling the entire program from start to finish for a successful event. Besides, an event planner cannot manage risk well, the event will fail. Therefore, the detailed preparation for the program is the most important task of the event staff.
The event planner is responsible for doing all the work, controlling the entire program from start to finish for a successful event. Therefore, they are responsible for planning the event, assigning work, contacting design companies, contacting all guests and partners, getting accurate information about the event, and changing the schedule. Besides, an event planner cannot manage risk well, the event will fail. Therefore, the detailed preparation for the program is the most important task of the event staff.
What skills do you need to succeed?
Focus on details
Event organization is a marketing tool for the image of the brand or product, depending on the goals of the business. This is an opportunity for individuals or organizations to meet, exchange and communicate with guests, partners, public agencies, and the media. However, the event organization is not simple, it is like assembling a picture with countless small details. The perfection of the event represents the class of the business. Therefore, all event planners must focus on details to complete the complete big picture.
Choose the right event venue
Each event goal requires a different event format and different venue. Therefore, the word "suitable" is very important in choosing a location.
For example, if the brand wants to organize press conferences, product introductions, awards ceremonies then you will want to choose hotels with "star" standards. When guests have a high standard of appreciation, they will optimize the event's organization and show the luxury that the event is aiming for.
Secondly, you really should consider the capacity of the venue relative to the guest list. Even if you choose the top hotel restaurant in Ho Chi Minh City but there is not enough room for guests, the event is considered a failure.
For example, the Equatorial, Sheraton, and Park Hyatt hotels in Ho Chi Minh City or the Melia and Daewoo hotels in Hanoi will be suitable for a capacity of 500 people or more.
Ensuring the sound and security factors
Not every event focuses on the sound system, but for events with a high level of community, this is very important.
For example, if you are organizing community exchange events, held in stadiums, gymnasiums, clubs, and more then you need to ensure the air conditioning system, lighting, sound, security, and more.
It is best to take the time to test the program to control possible risks.
Ensuring the synchronization of parts
There are many departments involved in organizing the event. Coherence and synchronization from the approach to testing between parts are very important.
For example, the sound department must prepare well before the singer can perform. The design team had to ensure the stage was right before the model went on the floor.
Find out more: the best flower decoration company in Hochiminh
Some notable mistakes when organizing the event
Did not prepare content for MC before the event
The MC and program content must be consistently displayed to ensure the show does not turn into a humorous story. To ensure this detail, you need to prepare the script for the MC before the organization date. If you send them the script a few hours in advance or as soon as the show starts, they won't be prepared in time.
The style was not consistent with the guest
Each program has its own "format" and shapes its own style from decoration, music to program scripts. Therefore, if you are inviting celebrities or guests, ask them to follow that style accordingly.
Lack of checklists and progress tracking tools
Do not rely too much on your memory because you will forget a few small details due to being too busy. Therefore, always carry a checklist to track progress and evaluate the performance and preparation of the department.
Lack of solution to handle crisis
Professional events must-have solutions to handle the crisis, taking into account the worst possible scenario to ensure there is not any negligence when the event occurs. As we've discussed since the opening of this article - perfection sets the level of events and events.
You may interested in: the best window display decoration services in Saigon