If you’re an event planner, you know how hectic the final days, hours, and minutes can be leading up to your big event. Between last-minute crises, perfecting the final details, and ensuring everything are scheduled to go on cue, there is a lot to finalize before your event. Add a pandemic and socially-distanced measures into the mix, and event planning can feel the most stressful it’s ever been.
Last minute planning doesn’t have to be stressful though, especially if you’re staying prepared, organized, and adaptable. Here are some of our best ways to avoid any last-minute panic and pull off the best event possible.
Use a checklist to be better prepared
As mentioned, preparation is vital when it comes to event planning and should be an integral part of the planning process from beginning to end. From setting up an event registration system to keep track of guests to configuring budgeting spreadsheets and vendor contracts, keeping track of all these important details can save you a headache in the long run.
Event planning checklists for the months, weeks, days and even minutes leading up to and for the big day are items that you should not neglect. The beauty of checklists is that not only are they flexible, but they can last you the entire planning process from start to finish. When it comes to creating your list, it’s best to think about it in two ways: timeliness and priority.
As you curate your event planning checklist, try keeping the more timely tasks first and foremost. For example, does one task need to be done one week before the event rather than something 10 minutes before? Items higher on your list will force your brain to realize they are important, so it’s always best to have some sort of timeline associated with your list.
With time-sensitivity comes priority! What is absolutely most important and needs to be done? Along with tasks that need to be done sooner topping your checklist, the most important, crucial tasks should be evident on your list. Highlight, bold, and scribble over and over again if need be, but your priority list should be clear. At the end of the day, this is an organizational tool. Use it to help keep the most important tasks organized and prevent missing out a single event detail!
Use last-minute resources available to you
It’s no secret that you can’t be everywhere at once, and having some last-minute resources in your back pocket when it comes down to crunch-time event planning can save the day. For example, preparing a small amount of “last-minute” cash is something to keep in mind for your budgeting plans. Did you have a machine break down at the venue on the day of? Need some extra decor to spruce up a room? Extra spurts of cash can make it easy to overcome these quick last minute changes. Check out this post about tips for budgeting your event all the way through.
Another idea to consider for getting last-minute essentials is utilizing delivery service that can have your back at any moment. Whether you ran out of alcohol to stock the bar, need some extra napkins or linen for tables, or even need some extra-tasty treats to add as snacks for a business meeting or corporate event, having the reliability of delivery right to your venue can definitely ease the stress! It is usually not worth the time and money to leave your event at the last minute to get final any other necessary supplies. It’s not worth sending your staff either. Instead, have a delivery service or trusted vendors bring to you what you need at the last minute.
Invest in the people around you
No event planner should have to go through the process alone, and when it comes to last-minute situations and scenarios, having a key team around you can save you lots of energy and help solve any mishaps on the fly. And while it can be tough to assemble the perfect staff and circle around you, the key to event staff is focusing on traits of your team that can help you out.
Some of the most important characteristics of great event planners include charisma, great time management, versatility, organization, great decision making, natural leadership and even spontaneity. Surrounding yourself amongst people who carry these valuable traits will ensure any last-minute situations get dealt with. Luckily, selecting a quality team is something that you can tackle at the beginning of the planning process, but never hesitate to ask for more help when needed!
Stay professional and keep calm
Although easier said than done, keeping calm under pressure is one of the toughest traits to master as an event planner. We all know how tight deadlines can get and how important events can be, so balancing the pressure of the event with your own mental well-being can be hard to do. Your attendees are counting on you to keep calm and carry on.
Keep calm by remembering to stay positive, confident, and honest with yourself and your guests. Being upbeat, energetic, and strong can give you that mental boost you need to help navigate through any last-minute situations. Avoid showing visible stress or anxiousness to your guests or clients, as this feeling can translate to them. Do things in times of uneasiness that can help level-head your mindset. Whether that be stepping outside for some fresh air, splashing some water on your face, or even doing some deep breathing exercises, these simple yet super effective techniques can take the stress out of any last-minute jitters.
Conclusion
No matter what last-minute situation gets thrown at you, it’s best to prepare in advance with a plan of attack. As the saying goes, expect the best but always be prepared for the worst. Use these simple tips as a way to get you ready for any last minute event planning.
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