{"id":21107,"date":"2022-09-11T07:00:24","date_gmt":"2022-09-11T14:00:24","guid":{"rendered":"https:\/\/rentforevent.com\/?p=21107"},"modified":"2023-09-06T08:55:24","modified_gmt":"2023-09-06T15:55:24","slug":"20-time-saving-tips-for-successful-event-management","status":"publish","type":"post","link":"https:\/\/rentforevent.com\/blog\/20-time-saving-tips-for-successful-event-management\/","title":{"rendered":"20 Time-Saving Tips for Successful Event Management"},"content":{"rendered":"\t\t
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Time management is a crucial part of event planning. It\u2019s a skill every event planner should master to ensure successful events with the least possible hiccups. In this post, we will share our proven time-saving tips as a seasoned audiovisual production company. These are the tips we swear by for more than 15+ years in the industry.<\/p>

While it\u2019s true that all of us have 24 hours in a day, many factors affect how well we can utilize such valuable time. With event planning, 24 hours are barely enough to accomplish a list of tasks.<\/p>

Despite the stress event management may bring, there are many ways to master this skill. Below are some of the tips to get you started.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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Time-saving tips for event management<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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1.\tStart as early as possible<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\tTo avoid time constraints on event management, you should start as early as possible. The more lead time you have, the better. Aside from having ample time for each event task, starting early will also save your sanity. This prevents rushed execution, which, as many know, can lead to more problems later on. \t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
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2.\tCreate a priority lists<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\tAs an event planner, you should know how to prioritize every aspect of your event. It\u2019s best to create a list of tasks and then label each one as low, medium, or high priority. This will help you focus on the things that matter most instead of having everything all over the place. Above all, try to finish one event task before starting another.\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
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3.\tSet deadlines<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Deadlines make the event planning industry go round. You must set deadlines for each task to ensure that you have everything covered.<\/p>

For example, audiovisual vendors must be booked at least two weeks before the event. Meanwhile, invitations must be sent out three weeks before the event date.<\/p>

Be specific with the date and, if possible, you can also include the time.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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4.\tFollow-up early<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Even after booking your vendors, make sure that you follow up a few days before the event. This is to ensure that there are no conflicts such as double booking.<\/p>

By following up early, you will have extra time to fix potential issues. For example, if a vendor turns out to have double-booked, you can still look for another provider. This is better than having a big surprise on the day of the event.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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5.\tTrack your time<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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It\u2019s easy to get lost in the middle of event planning. If you don\u2019t track time, you might find yourself tight on schedule.<\/p>

You can use a time tracking app to log the amount of time spent on each event task. This will allow you to organize everything and measure your productivity levels.<\/p>

From there, you can adjust your schedule to ensure that you\u2019ll be on time with your targets.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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6.\tCraft an event planning process<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Event planning is challenging, but it\u2019s much easier if you have a game plan in place. You should devise a process that everyone will follow during the event planning phase.<\/p>

An event strategy will allow you to save a lot of time. It will also reduce the risk of making expensive mistakes in your event management business.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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7.\tDraft an event plan<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Once you\u2019re hired to plan an event, you must come up with an event agenda right away. This includes the basic yet integral components of the event.<\/p>

Who will be the speakers? How many are the attendees? What is the theme? The answers to these questions will save you time from second-guessing the details.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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8.\tKnow your most productive time<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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While this may not be applicable to all occasions, working on your most productive hour can prevent wasted time.<\/p>

The goal here is to establish work hours for your event planning. This will allow you to get used to a routine to get more things done.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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9.\tUtilize event software tools<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Event software, online tools, and social media are indispensable for event management. You can use these tools to automate marketing, bookkeeping, reminders, and other tasks for the event.<\/p>

There are a ton of apps that will make your life as an event planner easier. You can create an \u201cevent technology stack\u201d with apps that cover the pre-planning to post-event processes.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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10. Consider hiring an assistant<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Hiring a virtual assistant or in-office staff can lighten the load of event planning. Depending on the scale of your business, hiring quality help might be necessary.<\/p>

For example, you can hire a sales manager or marketer, so you can focus on other matters of the event. Just make sure that your new hires are reliable and have the skills you need.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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11. Mobilize your volunteer base<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Volunteers will play a big role in event management. This group of people can help you save a lot of precious time and budget.<\/p>

Aside from time savings, a volunteer base will also boost your marketing efforts through word of mouth. In return, you can offer the volunteers a reward or a small stipend.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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12. Don\u2019t say \u2018yes\u2019 to everything<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Many newbie event planners are lured to get as many clients as possible. However, saying \u2018yes\u2019 to all of them mean you\u2019re going to suffer later.<\/p>

Always be realistic and only sign clients that you can handle. If not, it will compromise your time and quality of service.<\/p>

Overall, be careful in accepting last-minute bookings. No matter how attractive the offer is, always consider your time and resources.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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13. Delegate event planning tasks<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Delegating tasks is a critical skill that every event planner should practice. Event planning is a massive responsibility. It\u2019s outright impossible for a single person to handle everything.<\/p>

If you want to produce a successful event, you should know how to delegate work. Also, you must give your employees clear instructions to ensure that the task is done right.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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14. Reduce potential distractions<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Distractions are productivity busters. Whether you\u2019re planning a small or large event, you must keep distractions at a minimum.<\/p>

It\u2019s important to have a designated workspace to help you focus. For large events, consider having a headquarters where you and your team can meet.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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15. Take short breaks<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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As much as event planning is time-consuming, you shouldn\u2019t forget to take much-needed breaks. Always schedule your lunch breaks and 15-minute breaks every four hours.<\/p>

These short breaks will let you refresh your mind, especially on a hectic day. Take note that a short walk outdoors or a coffee break can do wonders for your productivity. This will help you save time in the long run.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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16. Plan for the worst<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Things don\u2019t always go as planned when it comes to event management. Vendors may arrive late, venues may have issues, and so on.<\/p>

Instead of having no time to address these problems, you should always plan for the worst. Having a plan B in place will save you time from panicking and rushing near or during the event date.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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17. Leave a time allowance<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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No matter how time-constrained you are, always leave a few days as a leeway in case of unexpected changes. Always plan your entire schedule as if you\u2019re expecting the worst.<\/p>

Aside from ensuring that the event will go smoothly, your team will also thank you for not rushing them.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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18. Document everything<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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\n\t\t\t\t\t\t\tDocumenting everything will help you save time on your next events. Make sure that you photograph and document all the processes you\u2019re doing. This will streamline your event management, which will help cut planning time by a notch. You can also use SOP software to make all the documents shareable with your team.\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
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19. Build contacts<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Event planners thrive through their network of contacts. You should keep the contact information of vendors, talents, venues, and so on, who you can tap for future events.<\/p>

This will save you a lot of time in researching for your next event. Also, many vendors offer discounts for regular partners, which is beneficial for your budget.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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20. Partner with an event production company<\/h3>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Lastly, you should partner with a reliable event production company. A full-service AV company like Rent For Event will save you a lot of time from hiring multiple vendors. With just one company, you\u2019ll get all your audio and visual needs.<\/p>

Here at Rent For Event, we also provide complete delivery, installation, operation, and breakdown of the AV equipment. You will not lift finger \u2013 allowing you to focus more on other aspects of the event.<\/p>

You will get to access professional-quality equipment for your events at a very competitive price. You\u2019ll also have our AV experts running the audiovisual aspect of your event. This will ensure a seamless and excellent audience experience.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

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Summary<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Many event planners don\u2019t have enough time for their projects. But with these time-saving tips, they can start organizing their schedules for better productivity.
Moreover, hosting an event is both challenging and time-consuming.<\/p>

Without enough preparation, planners may commit common mistakes that will compromise the event. Still, there are ways to prevent these time-related issues.<\/p>

Overall, a successful event starts with excellent planning and time management. All it takes is discipline, organization, and practice. Also, partnering with a reliable AV company will save time and avoid technical issues on your event.\u00a0<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

Time management is a crucial part of event planning. It\u2019s a skill every event planner should master to ensure successful events with the least possible hiccups. In this post, we will share our proven time-saving tips as a seasoned audiovisual production company. These are the tips we swear by for more than 15+ years in […]<\/p>\n","protected":false},"author":10,"featured_media":21108,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[3363,2,3364,3365,3366,3367],"tags":[],"acf":[],"yoast_head":"\n20 Time-Saving Tips for Successful Event Management<\/title>\n<meta name=\"description\" content=\"Become an event management pro with these 20 time-saving tips! Prioritize tasks, partner with AV company, boost productivity and plan successful events. Start now!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-video-preview:-1, noimageindex, noarchive, nosnippet\" \/>\n<link rel=\"canonical\" href=\"https:\/\/rentforevent.com\/blog\/20-time-saving-tips-for-successful-event-management\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"20 Time-Saving Tips for Successful Event Management\" \/>\n<meta property=\"og:description\" content=\"Become an event management pro with these 20 time-saving tips! Prioritize tasks, partner with AV company, boost productivity and plan successful events. 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