How to Organize Event Planning for Large-Scale Events

How to Organize Event Planning for Large-Scale Events

Event planning season is an exciting time—an exciting time, but a stressful time. That’s why it is never too early to get ahead.

When it comes to organizing event planning, all of the tiny details are important.

From communicating transportation plans, to accommodating schedule changes, event managers are responsible for keeping track of a long list of information.

Wouldn’t it be nice to find an easier and more efficient way to manage it all?

We think so. Here are our top tips on how to organize event planning:


Move Past Spreadsheets

As an event-planner, you are constantly facing multiple tasks at once.

One minute you’re working on one project, and the next you’re reviewing something completely different.

In fact, your computer is probably drowning in spreadsheets.

Lists of venues, attendees, budgets, etc.—it can get overwhelming.

While programs such as Excel and Google Sheets are great tools, and can be useful for formatting simple checklists, they can be difficult to keep organized and manage all at once.

You may be in need of one comprehensive tool exclusively built for event-planning.

It is important to keep all of your information organized, and event organizing apps are tools created for this.

Consider how you do so currently, and think about your options moving forward.

Event organizing apps can be an extremely useful tool in creating a centralized platform to host all of your information.


Focus on the Big Picture

Yes, we are all about the importance of details, sometimes you need to look at them in relation to the bigger picture as well.

Taking a step back and looking at both your previous events and what you have planned for the future is a necessary aspect of how to organize event planning.

Does the way you’re currently organizing your events allow you to look at and compare details such as location, dates, and who is attending?

Are you able to differentiate what makes a successful event and plan for the future?

Having a comprehensive way to look at your work can allow for even greater success in the future.


Communication and Collaboration

Chances are that you have heard this statement a million times, but here it is again: communication is key.

No matter what your organization looks like, whether it be a large team or just you, it is important to keep facilitating communication and collaboration top of mind.

This is one of the most crucial organization tips for event planners.

In the event-planning industry there are a lot of moving parts, and it is essential to make sure that everyone is up to date with the same information.

Having a clear, efficient way to communicate is crucial, not only for a successful event, but also for successful teamwork.

Just as internal communication is essential, so is how you communicate with those attending your events using an event communication platform.

This line of communication is an essential aspect of how to organize event planning.

How efficient is your process of sharing information about travel, transportation, and accommodations?

Think about all of the significant details such as event agendas, floor plans, meeting schedules, etc. that need to be shared.


Think About the Possibilities

Maybe you are content with your current event planning system, but you shouldn’t settle for just being content.

Think about it—as an event manager, you are always looking to create the best experience.

What if there was a way for you to have one centralized location where your event attendees can easily access all the information they need, when they need it, from anywhere?

Think quick, reliable access while traveling to the airport, at the hotel desk check-in, or even at the event as they rush to the next customer meeting.

What if there was a way for you to automatically send reminders, updates, and group alerts as plans change (like they are bound to do)?

This would also serve as a platform for event attendees to coordinate dinner plans, transportation, and the sharing of photos and comments directly from the show floor.

An event organizing app may be something that can help answer the question of how to organize event planning.

The opportunities are endless. So, our final piece of advice is to think over the possibilities.

Whatever you’re having difficulty with, improvements can always be made to make your job run a little smoother.


So, What's Next?

Now that you have read some of our top organization tips for event planners, what’s next?

Here at WorkTrip, we believe that planning and executing work trips and events should be drama free.

If you are looking to create a centralized communication hub that provides easy, hassle-free accessibility to all of your events and streamlines the communication of details to everyone who needs them, consider trying our event organizing app.

If you are interested in learning more about WorkTrip, or taking advantage of a free 14-day trial, contact us.


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