Planning an event is complicated as it is; planning one at the very last-minute is certainly tricky. However, even the most experienced event planners are familiar with last-minute changes and having to get them done just hours before the event starts; planning a last-minute event is certainly doable.
To help you navigate the challenges of getting an event organised quickly, we spoke to several event planners with more than 50 years of combined experience. Here are the top 5 tips for planning a last-minute event that you can use the next time you are in a jam.
Get Help Early
There is a lot that you have to get done when planning and organising an event. In most cases, trying to do everything yourself will only result in mistakes and failures. It is much better to have additional people helping you early in the process. Close friends, colleagues, and relatives are there to help you and all you need to do is ask.
Create a core team that will help you handle the planning and organising for the event. What you want are people with great project management skills and the ability to keep an eye of details of the event. For the rest of your HR needs, you can visit the Staff Heroes website and find temps within minutes.
Keep It Simple
Since you only have a limited amount of time to organise the event, you want it to be as simple as possible. A simple event doesn’t mean a boring one at all; it just means you’re sticking with the things that you’re already familiar with (i.e. format, vendors, etc.).
Some types of events are naturally simpler to organise than others. The same can be said for the activities during the event. There are also ways to simplify things by using the correct services. For instance, it is much easier to find a venue that already has a projector and a big screen rather than hire a third-party service provider.
Create a Checklist
The biggest challenge of them all is attending to every detail. Once you have your team set up and a great concept for the event agreed upon, it is time to create a comprehensive event planning checklist as your main guide. List everything, including the smallest tasks, and make sure each person in charge knows the tasks they must complete.
A checklist helps you avoid a lot of common event planning mistakes. You can, for instance, avoid forgetting about certain preparations. You can also stick with the agreed concept for the event, eliminating more last-minute changes from the equation.
Find Reliable Vendors
Your vendors need to be just as reliable as your team. Fortunately, you can now search for any service you need online. On top of that, there are reviews and testimonials from past clients to help you check if the vendor is reliable enough for your event.
It is also advised to work with vendors you already know (the ones you have worked with in the past). This will further reduce the risk of running into issues as you get closer to the event date. Besides, vendors you’ve worked with already know how you work, which means they too will adjust the way they deliver their services to your liking.
Go for It!
Last but certainly not least, just go for it! Maintain a high level of confidence, take control of everything, and even a last-minute event can be as successful as one that takes weeks of planning. Now that you have these tips in mind, you certainly have what it takes to plan and organise a successful event on short notice.