Top 10 Event Management Essentials
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By Beth Rackham, Founder of Event Guide and Director of Keito Events
Planning a successful event requires strategy, organisation, and the right tools. This guide covers the top 10 event management essentials to help you execute flawless events with confidence.
1. Planning for Success – Tools and How to Use Them
The foundation of a successful event is a clear and detailed brief. The Event Manager should lead this process, ensuring all necessary questions are asked.
To keep everything on track, you can create action lists or timeline charts, which provide a visual snapshot of the event timeline. Simple to-do lists can be hard to manage, so a structured approach is key. We have an action list template which you can use to keep track of all your event milestones and actions.
Regular meetings with your team and client help clarify event elements, uncover potential issues, and keep everyone aligned. These meetings should always have an agenda, and post-meeting notes should specify action items, deadlines, and responsible parties.
2. When Things Go Wrong – Managing Risk and Planning for the Worst
Risk management is a crucial aspect of event planning. In the early stages, identify potential risks and develop contingency plans for major issues, even if they seem unlikely.
For example, if hosting an outdoor event, have measures in place for inclement weather. What happens if a key speaker or MC doesn’t show up?
Preparing solutions in advance is far more effective than dealing with crises on the spot. Assign responsibility for each risk mitigation strategy to ensure a smooth response.
3. Managing the Money – Achieving Success by Prioritising Budget
Every event has a budget that must be carefully allocated. Prioritise spending based on the event type, but generally, entertainment should be a key focus.
For smaller budgets, consider novelty factors or unique “wow” moments to create impact without excessive costs. Avoid cutting corners on food, beverages, and audiovisual elements, as these can significantly affect the guest experience.
If you’re not sure how to start, give our event budget template a go.
4. Spreading the Word – Taking Advantage of the Online Opportunity
Online marketing has revolutionised event promotion. Platforms like Facebook, Instagram, and LinkedIn are cost-effective tools for generating buzz and engaging potential attendees.
Google Ads, social media marketing, and email campaigns allow for targeted reach, while event-based PR strategies can maximize exposure.
A well-executed promotional campaign can amplify an event’s success and credibility. Make sure you have a plan on how you will reach your audience before you get too far into planning the other elements of the event.
5. Entertaining Guests – Making Your Event Memorable
Entertainment is often the most memorable part of an event. Choose options that align with the brand, audience, and vision.
Research thoroughly, seek recommendations, and ensure the entertainment complements the overall experience. Unique and interactive entertainment enhances engagement and leaves a lasting impression.
6. The Wow Factor – Using Theming and AV to Create Impact
Modern event design leans towards minimalism and innovation rather than traditional themes. Audio-visual elements, such as lighting, projection, and draping, are highly effective for creating an immersive experience.
Consider how guests first experience the space—what will grab their attention upon arrival? A strategic focal point will have more impact than small decorative details.
Think creatively to surprise and delight guests. We always look for new ideas to innovate and add wow to our events! Remember that now more than event, attendees are looking for unique and eye capturing things to share on social media.
7. Choosing a Venue – What to Consider
Venue selection is critical and should be based on criteria such as budget, accessibility, weather considerations, and parking availability.
Before confirming a venue, review its terms and conditions carefully. Understand any restrictions, hidden fees, or logistical challenges to avoid surprises later. A well-matched venue enhances the overall event experience.
We have a brilliant free event venue guide you can download here which ensure all areas are taken care of from venue comparisons to final checks.
8. Quality Suppliers – Building Strong Relationships
Reliable suppliers are the backbone of a successful event. No matter how well an event is planned, subpar suppliers can compromise the outcome.
Developing long-term relationships with quality vendors ensures smooth coordination, high standards, and budget adherence. A clear briefing process helps manage expectations and guarantees seamless service delivery.
9. Bringing It All Together – Run Sheets, Checklists, and MC Notes
An event’s success often depends on meticulous coordination. Detailed yet practical run sheets help manage logistics efficiently.
Different stakeholders may require customised run sheets to ensure clear communication. Well-prepared MC notes are also essential—never assume an MC will intuitively follow the event flow.
Provide structured guidance to ensure smooth transitions and key announcements happen at the right moments. We have created a run sheet template to help event planners execute their events with ease!
10. On the day management – delegate, stick to the run sheet and brief your team
On the day of the event, the event manager should be in charge, but you cannot be everywhere. Make sure everyone knows their role and are briefed. Provide run sheets to key suppliers/team members and be ready to pivot if needed.
Where possible to testing and run throughs onsite before formalities to start!
About Beth Rackham
Beth Rackham has over 12 years experience in the events industry. For the past 7 years, leading Keito Events, Adelaide’s event management specialists, which has become one of Adelaide’s most respected event management agencies, delivering high-profile events for clients across diverse industries.
Beth and the Keito Events team have successfully managed large-scale outdoor events, awards nights, conferences and brand activations across South Australia and most states across Australia.
Event Guide has been created to bring simple and effective tools, templates and educational resources to help others plan and manage their events. Beth uses current and real life experience in the event industry to create digital event planning resources and share inspiration for novices and professionals tasked with managing an event.