Five Fundamentals of Organizing a Commercial Event
By Ankita Chakraborty, Account Supervisor
October 1, 2019
Ever hosted a party where not everything went great? Now, imagine organizing a commercial event where the attendees are not your friends. An event where strangers with similar interest are expecting to have a unique experience, and you run the show (or at least a part of it). The most significant pro and con of organizing events are that it never is how you hope it to be. So, for this roller-coaster experience, here are few commonsensical ideas which go absent in all the hullabaloo:
- Planning is not a myth
Easy, right? However, for any event, nothing ever goes according to plan, and you need to prepare for it. The process of planning starts from the moment you begin ideating to when you leave the venue after it’s over, all of it is on the plan but, be ready to make adjustments. These adjustments will come from the initial event plan on that diary you were scribbling on. From outlining logistics to production design, you need that one plan and improvisations on that. Stay stick to the initial idea, that’s the root of the tree and then branch out. You don’t have to know how the branches will grow, but if the root is firm, it will survive.
- You have to trust others, but not blindly
You can be the most exceptional multitasker, but you cannot do it alone. It would be best if you had a team to work with and delegate work. Moreover, you shall be working with several third-party vendors who will require effective communication at all times. Trust your team, let them do the job but do not stop supervising them. It is essential to make your team believe in your idea and effectively divide work according to strengths. However, do not let anyone take over critical aspects such as accounting or legalities, know what is happening around there as you are responsible, legally. You never know who camouflages into Brutus.
- A lead is a lead, not a contract
Sponsorships. The bridge between a lead and getting a sponsorship is broad, so the meeting is not all it takes. When a deal is confirmed, do not delay in finalizing the paperwork because you don’t want no money the day before your event. The truth is probably you won’t even get enough sponsorship to cover your crew’s food for the event day with all those leads. Sponsorships require companies to take major senior-level decisions and do not come easy.
- Communicate and document
Don’t let anyone not have any information which they should have. For this, communicate better over calls and emails. Make sure to document every communication you have had with your artists, partners, investors, and vendors. Be available to take calls, be approachable, and talk to your team. Effective communication is key to success, and events are testimonials to this. You don’t want your sound vendor to provide fewer speakers two hours before the event is scheduled.
- Eat, Hydrate, Release Stress & Repeat
Losing your calm in the middle of an event is much worse than taking multiple water breaks from work. Take your time, have your meals because being calm is the key. That’s the key to work in any fast-paced environment, do not rush. You cannot afford to be sick due to stress because there’s nothing to be worried about. You have your plan in hand, and your team knows their work. You have the production cost sorted, and all stakeholders know everything they need to, by now. Now, you can take a sip of water and watch it all fit in together. h it all fit in together.