Some tips and observations for event organizers
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There are always organizational solutions
You may encounter a typical problem: something cannot be done. You don't have enough time, space, money, employees - whatever - and therefore something can't be done. Stretch this banner exactly, connect the Internet to this forest, deliver flowers on time, urgently find artists and cash. But the secret is that event managers are hired precisely to solve such problems. Yes, that's what we are needed for.
Experience suggests that there are almost always some organizational solutions to solve technical problems. You must understand the problem correctly and find a solution: find the right people and assign them the right task. And then (oh, miracle!) - the problem will be solved.
Sometimes there really are no solutions. But good professionals should not find themselves in such situations.
Everything is great, isn't it?
Organizing an event is like telling a fairy tale to a child. No matter what is actually happening around you, you should act as if everything is fine. No one should suspect the problems you are thinking about and solving. Event managers are hired precisely so that they don’t have to worry about problems. Smart people know that there are always problems and they believe in you, believing that you will solve them.
boring people
Don't avoid communicating with boring people. Vice versa. Such people often tend to get to the bottom of the smallest details. They are the ones who can provide fantastic results in our business. Yes, you will have to get used to them, but in the end it is the nerds that make the event business so wonderful.
It's better to worry about editing
Any programmer will confirm that it is impossible to write a complex program without errors. It will still require debugging.
It is very difficult to prepare the entire event without mistakes. Almost impossible. If the installation goes without problems, perhaps you simply did not notice them. And they will come out later during the event.
If errors are revealed during installation or during run-through, this is, of course, unpleasant and exciting, but there is still time to correct something. This is still better than if the problem was revealed at the event.
Event around the Client
You will always have many temptations: technicians love lighting devices, stage designs; directors and screenwriters know what the composition of the program should be; stars have their own unique riders; firefighters, accounting, florists - everyone will try to divert your attention. But never forget that the main thing at the event is the Client. Everything happens for the sake of the participants, and it is their mood and their desires that we need to focus on.
After the event
Your customer may have an opinion about the event and this opinion may surprise you. You may worry about some minor shortcomings when the Client is actually happy. And vice versa: it seems to you that everything is fine, but the Client is sure that everything is wrong. Talk to the Client at the end of the event, without postponing the conversation until later. When emotions are fresh, clarify any ambiguities and establish a point of consensus or disagreement. It is from this point that you will start when you later begin to discuss the results of the project.
More photos
Take more photos. Photos will not hurt if any disagreements arise about the amount of food, the presence of decorations, staff uniforms, the quality of cleaning, etc. Ideally, a technical photo report should visibly confirm every line in the estimate. A video recorder during installation will also come in handy.
Limits of competence
Be honest with yourself in assessing your competence and overall capabilities. Enthusiasm has nothing to do with it. I love people who take responsibility and say, “I will do it.” This is wonderful, but sometimes it is irresponsible. You shouldn't take on a job that you don't know how to do, but hope to learn. Or - for which you don’t have time, but you hope to have time. No one will be grateful for such “help”. The client does not need loser heroes, but everyday solutions to problems.
Personal meetings
Everything is decided at personal meetings. If during the tender the Client does not find time for a personal meeting, then he will not find time to evaluate the agency’s proposal. At the meeting you can also understand what kind of people will work with you. The same applies to contractors and agencies. After all, the business of event planning itself is about meeting people. You can’t prepare everything online while sitting at the computer. You either believe that meetings are important, or you have no reason to be in this business.
Written at the request of Event.Ru and for Event.ru
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