In event planning as in life, we deal with a multitude of people— some we already know and others we have yet to work with. As you might have already learned, planning an event is not a solo task. Eventually we all must invite external parties into the process to ensure that our event vision and objectives become a reality. These individuals bring with them not only their expertise, but also add risk to a project.
Typically, the challenges in working with external parties are that there is either a lack in communication or simply miscommunication. When I say a lack in communication, I refer to simply not sharing all essential information throughout the planning process. This unfortunately leads to miscommunication and dissatisfy action in the work presented by these third party individuals, which may cause delays in your planning process—and sadly, devours your budget.
The best way to overcome these two challenges is what one might expect: communication. Communication is a broad subject and is always influenced by individual perceptions of what is or what should be. For this reason Azavista has summarised 3 essential elements to successful event planning.
Getting Everyone on the Same Page
To plan and organise a particular event, the most important thing is to establish a complete mutual understanding of the event’s objectives and the event managers’ vision for this event. By ensuring that the brief is as complete as possible, eventual delays in time can be avoided and it will be more likely that you and your external partner can collectively present a successful event.
The key to all things is clear communication, be it verbal or non-verbal, it is essential to the success of any event. By communicating completely and openly with external parties on your expectations and desires, it is more likely that they will add value to your event planning process. Above all, open communication can build relationships along the way, establish a mutual understanding and buy-in to your event—which in turn, can influence the success of your event—and potentially bring a future partner into your team.
Doing Your Share
As you are planning your event it is essential that not only the external parties involved meet their agreements. To do so, it is vital that the objectives are elaborated beforehand and that you choose individuals who you believe will bring their best work to the table.
Although it is not always possible to foresee and prevent all challenges ahead of time, as an event planner you ought to always be prepared. In a nutshell, involving external parties in your event planning is always a risk, but managing and being mindful of your communication can make all the difference to either the success or failure of your event.