Five tips to make sure your event runs flawlessly

Is the planning of your annual conference keeping you awake at night? Does your never-ending ‘to do’ list give you heart palpitations? Is every minute of your life currently being taken up with thoughts on your event? Events can be demanding, fast-paced, stressful environments, however, through vast experience and knowledge Elevate has developed five beneficial tips to highlight how we continually deliver our events.

1. Solid Event Plan
Creating a foolproof plan for your event is essential. Producing briefs, budgets, floor plans and timelines are all necessary factors to ensure deadlines are met and key milestones are achieved. This will allow you to be realistic in managing your teams’ time, as well as aiding the suppliers you are working with. Producing a solid plan also allows you to identify and mitigate risks and develop appropriate contingency processes.

2. Creativity
Being creative is often easier said than done, however, it is exceptional creative concepts that make an event truly special. Creativity includes ‘out of the ordinary’ ideas, such as unique venues, themes or props, which create touch points for attendees. Creativity incorporates forward thinking as well, for example if there are periods of waiting time, provide a form of entertainment. The amount of creativity you put into your event only enhances your attendees’ experience.

3. ‘Crystal Ball Gazing’
Foreseeing future outcomes and incidents is a big part of running an event flawlessly. Forward thinking, contingency plans and logistics are major factors to consider during planning stages will form part of your solid event plan. These procedures are a necessity in ensuring all parties involved are protected and safe, and that the show can go on thanks to plan B, C, D, E...

4. Budget Negotiation
Budgets are a major consideration for clients, so work with your suppliers to get the best prices, no matter how big or small the budget is. Negotiating the budget has a lot to do with flexibility. The right supplier works with you if your client throws a curveball, like choosing the most expensive options but their budget won’t budge, therefore, negotiate with suppliers until you find a suitable common ground.

5. Relationships
A team that delivers outstanding results is because of two-way communication. Two-way communication is the underlying factor to all relationships, so, when negotiating with suppliers, the process is generally smoother if you have a positive, communicative relationship already. Most of the time, suppliers can and will go above and beyond to help you, so wherever possible do the same for them. Similar to the suppliers working on the event, without good communication, listening and responding between internal team members, confusion and chaos can ensue! To run a seamless event, the team needs to be in constant sync about activities and planning and be able to trust each other’s decisions.

The Elevate events team pride themselves on being team players and working cohesively internally and externally with others. Contact Elevate on (07) 3180 3666 or email events@elevatecom.com.au for more information on how Elevate can help ensure your next event is memorable, meets all expectations and is managed flawlessly.