Preparing for an Event Is Like Preparing for the Super Bowl

During my 30-year career, I’ve performed virtually every task required to pull off a successful event –  and I’m referring to any kind of event you can think of: press conferences, retail grand openings, major fundraising activities, company conventions, international trade shows, and the list goes on. What they all have in common is this: “There is no such thing as being too prepared.”

With the Super Bowl quickly approaching (did you see Ralphie’s Super Bowl appearance last year?), it’s the perfect time to discuss how to prepare to pull off a winning event.

If you are the event project manager, you are the key person responsible for producing the event that meets, or exceeds, your established objectives. Speaking of objectives, your first task is writing down quantifiable objectives for the event and make sure that everyone involved knows what they are and what their role is in helping achieve success.

Next, you assemble your core team, providing them the specific responsibilities and timetables they will perform. A separate group who I like to call the “subject matter experts” is also brought on board. This group consists of talented people who may have one primary skill, such as invitation design or flower arrangement. These people will be called on by your core team for expert contribution when their product or service is needed for the event being planned. As each team member executes his or her assigned tasks, they should update you, the event project manager, their status on a mutually agreed to timeframe. Regularly scheduled face-to-face or virtual meetings held on a regular schedule will allow the team to interact and learn from one another first hand. This solidifies your team as a unit, and creates the spirit that winning organizations cherish.

Whether you are planning a small fundraiser luncheon or a press conference for 100, you need to plan your work and work your plan. King Media has experience in all areas of event planning and production, and can partner with you to achieve the desired results. We deliver success!

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