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You have a long lead time to plan an event. How can you ensure that everything runs smoothly?

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Planning an event can be stressful, especially if you have a long lead time to work with. You might think that having more time means less pressure, but it also means more chances for things to go wrong or change along the way. How can you ensure that everything runs smoothly and you deliver a successful event? Here are some tips to help you manage your deadlines, communicate effectively, and avoid common pitfalls.

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1 Set SMART goals

The first step to planning an event is to define your goals and objectives. What do you want to achieve, and how will you measure your success? A useful framework to follow is the SMART criteria, which stands for Specific, Measurable, Achievable, Relevant, and Time-bound. By setting SMART goals, you can clarify your expectations, focus your efforts, and track your progress. For example, instead of saying "I want to host a popular event", you could say "I want to attract 500 attendees, generate 100 leads, and increase brand awareness by 25% in six months".

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2 Create a timeline and budget

Once you have your goals in place, you need to create a realistic timeline and budget for your event. A timeline is a detailed schedule of all the tasks and milestones involved in planning and executing your event. A budget is an estimate of all the expenses and income related to your event. Both of these tools are essential for keeping your project on track and avoiding overspending or underdelivering. You can use online tools, spreadsheets, or software to create and manage your timeline and budget, and update them regularly as things change.

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Emily Copperud

MBA | Partnership marketing & brand strategy | Sports, tech & entertainment
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A key word here is realistic: there are to do items you can do far in advance and they'll be perfectly fine to just double check closer to the event, and then there are things that have to happen at a specific time - not to early, and not too late. Define what these are, and do them on time - don't let any "downtime" in the project fool you, it may not be a reason to move up your timeline - it might just be an opportunity to do something else.

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3 Delegate and collaborate

Planning an event is not a solo endeavor. You will need to work with a team of people, such as vendors, sponsors, speakers, staff, volunteers, and attendees. To ensure that everything runs smoothly, you need to delegate and collaborate effectively. Delegating means assigning tasks and responsibilities to others based on their skills, availability, and interest. Collaborating means communicating clearly, sharing information, and providing feedback. You can use online platforms, apps, or software to facilitate your delegation and collaboration, and keep everyone on the same page.

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4 Anticipate and mitigate risks

No matter how well you plan, there will always be some risks and uncertainties that could affect your event. For example, you could face bad weather, technical issues, cancellations, or emergencies. To prepare for these scenarios, you need to anticipate and mitigate risks. Anticipating means identifying and evaluating the potential threats and opportunities for your event. Mitigating means developing and implementing strategies to prevent or reduce the impact of these risks. You can use tools like SWOT analysis, risk matrix, or contingency plan to help you with this process.

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5 Evaluate and improve

The final step to planning an event is to evaluate and improve your performance. This means collecting and analyzing data and feedback from your event, and using it to measure your results and identify areas for improvement. You can use tools like surveys, polls, analytics, or testimonials to gather and review your data and feedback. You can also use tools like reports, dashboards, or presentations to summarize and share your findings and recommendations. By evaluating and improving your event, you can learn from your experience and make your next event even better.

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Troy Timpano

Founder and President, Trility Golf Group | Elevating, Cultivating, and Differentiating Golf Events
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In my experience, events should only get better each time you host them. It is crucial to learn from past events and utilize the feedback in order to improve, innovate, and evolve for future years. Ask yourself after the event, how did you make your clients feel? If you don’t know, ask them. “If we shield ourselves from all feedback, we stop growing.” – Brené Brown

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Dr. Kanwar

Kiran Kanwar, Ph.D. (biomechanics, anatomy) LPGA Master instructor. Golf Consultant to golfers and golf industry. Faculty and Chair, Golf Program, Stanton University.
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There are many things to consider. 1. Purpose/goal of the event will determine many other aspects 2. Make a business plan 3. Firm committees to delegate responsibilities - the committees should meet to discuss progress 4. Make a budget 5. Find sponsors and attendees 6. Make a timeline and try to start several months or even a year in advance 7. Ensure all volunteers are trained and know their day-of responsibilities 8. Marketing is a very important aspect of it all. And lots more depending on the type of event being held.

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Andrew Soh

Assistant Director - Fundraising, Marketing & Volunteer Management @365 Cancer Prevention Society, mentor, storyteller and volunteer
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Be realistic, nothing is 100% foolproof and perfect. Always be prepared for variances and changes. Be flexible and ready to make adjustments on the fly too.

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You have a long lead time to plan an event. How can you ensure that everything runs smoothly?

1

2

3

4

5

6

1 Set SMART goals

2 Create a timeline and budget

3 Delegate and collaborate

4 Anticipate and mitigate risks

5 Evaluate and improve

6 Here’s what else to consider

Event Planning

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You have a long lead time to plan an event. How can you ensure that everything runs smoothly?

1

2

3

4

5

6

1 Set SMART goals

2 Create a timeline and budget

3 Delegate and collaborate

4 Anticipate and mitigate risks

5 Evaluate and improve

6 Here’s what else to consider

Event Planning

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