Event Planning/Management

Time Management: How to Work Smarter Before Your Events

By Localist Marketing Team

As an event planner, it’s unlikely there’s ever a time when you’re not busy. But are you using all of your time wisely? From keeping your social media accounts updated to getting your finances in order, it’s crucial that you make the most of your time before event day to maximize success.


In today’s post, let’s explore how you can use your time to ensure you’re as productive as possible before your event.

Groom your team

Choosing the best team for an event can be a challenge — and won’t necessarily involve the same members every time. From staff who are skilled at schmoozing with influencers, stopping a crisis in its tracks, to ensuring that events run on time — it’s crucial that you have people on your team who can cover multiple bases.

So why not use the time before any events are on the horizon to groom your team? Whether this is delivering event management training sessions or using any free time to research time management methods, encouraging your team to be proactive with their time will help you reap the rewards come event day. And don’t forget, your team can learn from each other. Make the most of individual skillsets by having them deliver presentations to the team in the areas where they’re most knowledgeable.

Keep your personal calendar up-to-date

As an event planner, you’ll often be juggling a number of tasks for several events — and your calendar can be your lifeline. Keep in mind, your calendar is only as helpful as how often you use it and the devil is in the details. Whether you prefer an online calendar that syncs with all of your devices or prefer a tangible pen and pad of paper, staying organized is crucial if you don’t want any time-sensitive tasks to slip through the cracks. From entering business meetings to adding reminders of dates to call venues and caterers, an up-to-date calendar will help you ensure important appointments and deadlines aren’t missed. This allows you to focus on your upcoming events without being sidetracked by having to constantly rearrange your schedule.

Get your finances in order

Financial planning is an essential part of an event manager’s role — and this is an ongoing process. Making sure you have the appropriate sponsors and support in place well ahead of an event comes from establishing and nurturing relationships in a variety of industries. Drumming up funds for an event can be challenging, so preparation is key. If you’re short on time and connections, consider using tools that provide sponsorship matchmaking opportunities for events.

You can avoid overspending or allocating cash to the wrong areas of your event by assessing costs regularly and consulting your already prepared budget. That way you keep the big surprises after the event to a minimum.

Get socially savvy

From networking events to managing your social media accounts, there are a number of ways to grow your audience and stay busy in between events. In the days before the event, send out reminders to any people who’ve shown interest in attending. Tools like Hootsuite allow you to schedule posts well in advance, so that your accounts are always active.

Tip: Provide behind the scenes coverage and post regular teasers before the event. To further increase engagement leading up to your event, consider hosting a social media contest.

Don’t forget your marketing must-haves

Events work best when there are promotional materials in place — well ahead of the event as well as during the big day. Posting your event to an interactive calendar like Localist ensures more people will see your event through search engines, and be able to share it with their friends through social media, increasing engagement. If you want to incorporate your Facebook event listing with your interactive calendar, you can. Localist displays attendees who sign up on Facebook within its event details page.

Once the event actually takes place, reinforce your previous messages and branding through event collateral. Consider crafting event posters to dynamic display stands outfitted with your event hashtag. Think about what will appeal to event attendees and how you can encourage them to engage with your brand and include that into your call-to-action.

Having a plan in place well ahead of an event means everything is likely to run more smoothly on the big day and increase the likelihood of you reaching your goals. What tips would you add to this list?

This a guest post from Siobhan Scott, a marketing executive at shop4pop.com. Thank you for your contribution!

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