To do it quickly and efficiently, to be in time “for yesterday”, to organize an event in 1-2 days. Is it real? Unfortunately no. For a couple of days, it is impossible to prepare even a banquet for 10-20 guests, not to mention larger projects. It is a question of a high-quality organization, that neither an event manager nor a customer would be ashamed of it.
Borrowing ideas, outright plagiarism, gross mistakes, awkward situations (arising) at events… society is slow to forget such blunders, and it’s the organizers of the events who are ultimately blamed. However, in most cases, the main culprit was actually a (last-minute) demand put on the organizer that “We need to have this done by “yesterday”!
The preparation period starts from the moment of receiving the application from the client and ends with the arrival of the first participant to the event. And this period can take from several weeks to months. A quality event takes time, and that’s why.
The complexity of the organization depends not only on the number of guests but also on the type of event. The event for 50 guests can be served by a couple of hundred people of staff, and several dozen contractors can participate in the organization. In such circumstances, you need time to establish communication between all parties.
What will happen if you do it by “yesterday”? Inconsistency of actions, unaccomplished tasks, a series of failures during the event.
Working on visual solutions
Social networks with visual content “taught” the society to appreciate the unique design, in other words – “buy with their eyes.” A modern event should be visually beautiful, original, solid and memorable. This applies to everything from invitation design to decoration. Accordingly, it takes time to create design scale models taking into account the corporate style, theme of the event and other factors.
What will happen if you get it done “by yesterday”? Urgently is only possible to copy someone else’s ready-made solution and adjust it a bit to fit the format. Any perfect design with 100% unique and successful ideas is out of the question.
Hatching of ideas to achieve a result
Few people are now ordering an event “for a record”. The client is interested in achieving a specific goal: enhance the authority, promote a brand or product, attract a new audience, etc. It takes time to solve each task. And this is definitely not 1 or 2 days.
You must “hatch and give birth” to an idea, taking into account risks, implementation options, opportunities, and budget. Practice shows that the first two dozen ideas for organizing an event are hackneyed clichés. The brain recreates them through associations with ready solutions. Therefore, a successful plan does not arise immediately – it needs to be thoroughly thought over for a long time.
What will happen if you do it “by yesterday”? A ready-made and tested idea will be used to organize an event. Maybe the event will be held without problems, but it certainly will not become original.
Each event has a specific production cycle. Printing polygraphy, making scenery, preparing locations, installing equipment and other processes require time. It can be done quickly, but will it be of sufficient quality? The analogy with baking bread begs here. What to choose: hastily baked dry cake or soft crispy loaf, which took more than a day?
What will happen if you do it “by yesterday”? Nothing: either much will be omitted, or some of the contractors will fail the task.
Event Organization: The Right Approach
How to prepare high-quality events? The approximate preparation scheme is as follows:
- A personal manager works with the customer. He is responsible for the negotiations between the client and the organizing team.
- The organization is carried out in an active dialogue mode: each nuance must be clarified: from the number of guests to the types of printing, the need to engage translators, etc.
- The organizer offers the client some options on each item of the technical task.
- The client has the right to correct and propose options at all stages of the organization.
- At any time, the client is informed of the current stage of the organization process.
At the first stage of preparation, after discussing the main nuances, the customer and the organizer agree on a preliminary estimate. The next step is to make some advance payment to the contractors involved in the organization, as well as pay for the rental location. The final budget and reporting documents are completed by the executive team after the event. Mutual settlements are also done upon factual expenditure.
Working according to this principle takes time, but it’s almost impossible to miss important details of the organization with this approach. This is important: guests of the event may not notice the results of active creative efforts. But they will surely remember malfunctioning microphones, uncomfortable, hastily booked hotel rooms or spelling errors in the presentation for a long time. To prevent these mistakes, it is better to plan an event long before the planned date.
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