Any event planner can attest to the fact that event planning is not as easy as it may sound sometimes.There is so much that happens behind the scenes trying to connect the dots to ensure that the event runs smoothly. Anything could go wrong before, during and even after the event and that’s why event planners strive to achieve the best outcome possible. It is important to note there is nothing like a perfect event but if it’s good enough for the customers, then that’s mostly what matters. Here are a few tips for those who want to become masters of event planning in Kenya. This list is however not exhaustive but it covers the key aspects of event planning.

1. Time is of essence

From the moment you strike a deal with the customer, plan your time wisely. It shouldn’t start during the event but way prior to the event. Start planning early so that you are not caught up in the rush hour. Get everything you need to know about the event you are planning and start working on the details as soon as possible. Consider updating your customers about the progress before they ask you since this assures them that you know what you are doing.

2. Pay attention to the smallest details – start by listening.

There is nothing important in event planning than listening to your customers’ needs keenly and getting the specifics. Better yet repeat what you hear from them or go through the main key points after they are done talking. Missing the smallest details could put the whole event into risk or damage your reputation as an event planner. In fact to be a great event planner you should be able to not only listen to what you’re your customer is saying but also to what they are not saying.

3. A backup plan is a must have.

In Kenya, any event is bound to a lot of technical or logistical problems or any other kind of hiccups that could either delay or cut short the meetings. A good example is when the lights go out without any prior notice. What do you do and the event must go on? What about a last minute cancellation of your venue? What if it rains in the middle of your event? Always have a backup plan for everything including being able to communicate quickly with your invited guests in case something goes wrong.

 4.Develop a complete event checklist

This includes confirming everything with your vendors, equipment to be hired, permits & licences to be acquired, risk management, security aspects, waste management practices, the budget and the list goes on and on. Items on the list should be in an order of their preference so as to make sure that the most important aspects of the event as are attended to as early as possible. Better yet categorize the tasks to achieve best results.

5.Emergency kit

Excellent event planners are mindful of everything including emergency issues that might rise up during the event. Your guests will likely come to you first with lots of emergency issues.A hint of important items to consider having include bandages, Benadryl, stain remover wipes, Windex (for taking fingerprints off windows), a small sewing kit, scissors and safety pins. This list, however, is not exhaustive but the presence of a functioning emergency kit will instill confidence to your customers.

ALSO READ: TIPS TO FINDING THE PERFECT VENUE FOR YOUR EVENT.

6. Craft a comprehensive budget and stick to it

As much as you may be obliged to be flexible to your customers about the budget requirements, always strive to make sure there is little or no variations to your budget. Budget dynamics determines a lot of things including the future of you businesses and therefore be careful the kind of message you pass to your current or potential customers. However, don’t be afraid to negotiate prices even for the items that you might be hiring out for the event. Get competing bids from different providers so that you can be able to choose the best one that aligns with your budget.

7. Promoting Your Event

This may not apply for some events especially those that are private in nature. Or those that are for invitee’s only. However when you have to promote the event yourself, consider the type of the audience first so that you can be able to choose the best possible channel to reach to the targeted audience. Also, it’s very important to find out what else is being planned around the venue during the same day and the targeted audience so that your events don’t collide.

8. Your team

You might already know this but I still want to insist. Always ensure you have a cooperative and committed team of employees, vendors and casual staff around you where everyone understands their respective roles in the execution of the event. Avoid some weak points since it will affect your coordination and the whole event could turn into a disaster because of one or two weak points. Coordination is very crucial if you want your event to run smoothly.

9.  Customer service should be wow, instead of just good.

There are so many people out there doing the exact same business and this puts your business at a very competitive position in the industry so to speak. To have an idea, just google the phrase event planning in Kenya and see how many businesses pop-up on the first page. Master the art of exceeding customers’ expectations and creating unique relationships with them and you will have fewer problems to worry about. Most of the event planning businesses depend on referrals and word of mouth and if you get your customers out there talking about how awesome your event was, then you are assured of more customers and repeat business.

10. Always evaluate your event 

One of the most ignored, yet important, elements of event organizing is the evaluation part. If you want to determine how successful an event is, you’ll need to come up with a strategy for that. An example is to collect feedback from the participants. The internet & social media today has enabled us to use the available tools and get feedback through polls or just simple questions through our business pages. Make sure that the feedback form is kept short if you decide it’s the best option. To encourage participation and honesty your evaluation form should be anonymous and short. Evaluation allows you to find the key areas to improve on as well as get a quick sneak pic of your customer’s viewpoint.

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