Staying organized is essential when planning an event or party. If you aren’t able to keep track of important dates, vendors, guest lists, etc., you may struggle to create a “smooth” event in which everything goes according to plan.
Save Contact Numbers in Your Phone
When meeting vendors, venue owners, and other event service professionals, be sure to add their name and phone number in your phone. Even if they give you a business card, it’s still a good idea to go ahead and add this information to your phone. Business cards often become lost or damaged, which is why it’s a good idea to include contact information elsewhere — and there’s no better place than your phone.
Paper/snail mail registrations are slowly being phases out in favor of online registrations. It’s easier and more convenient for guests to register online as opposed to mailing a form. And when registrations are easier, you’ll reap the benefits of a higher turnout at your event. Furthermore, online registrations are easy to maintain, as they feature all relevant information in a convenient portal. Using online registration software, you can check to see how many guests have registered in real-time.
Every event planner is bound to forget an important date at some point or another. After all, we’re only human, and humans make mistakes. If the date is something like closing the deal with a vendor, however, you should set a reminder so you don’t forget. If you have an Android smartphone, you can actually set reminders using your voice. Simply tap the microphone icon and say “remind me to [enter activity here].” You can check out this Google help article for more information about setting reminders on Android devices.
Binder or No Binders?
You have one of two options when planning an event: you can use a paper binder, or you can use a digital solution, such as an app or software. Some event planners prefer binders, whereas others prefer apps or software.
You can use Google Drive to collaborate with other professionals when planning your event. Assuming you aren’t the only person planning the event, you’ll have to collaborate with everyone else. Failure to do so could result in services being double-booked, overspending the budget, invitations not being sent on time, and other problems. Google Drive supports collaboration, allowing other users to access and edit your shared documents.
So, how do you stay organized when planning an event?