Module 2 : Strategic Management

In this module you will learn:

2:1 Strategic
Management

 Events management is one of the most progressive businesses today.

There are many event planners
that are doing exceptional work in making each event a magical experience. Events
planners are hired for various
occasions; including festivals, conferences, lavish parties,
concerts, college events and many more. Generally, people reach for event planning
firm for professional assistance.

It is not an easy job to do as there are many aspects
that have to be covered
for a successful event. Before launching any event, an events planner makes sure that all the things are properly
analyzed or not. Even all the technical
aspects are thoroughly investigated so that 
both  the  parties 
are satisfied. Yes, at times it can become stressful
and therefore, in this module we have summarised all the tips that can assist you to plan an accomplished event.

2:2 Strategize Everything

Before you get started with your event, it is very essential
that you should strategize your event properly
and as soon as possible.

Whatever initiative you take, the requirement is to propose a perfect action plan. You should feel comfortable in organising the event. So, before you get into all this, make sure you are ready to dive into.

Look for the resources

Event
planning is a joint effort,
you can't think to make it complete
alone. At various
steps, you'll require
help and assistance. So, it becomes
mandatory to probe for resources
that can aid you in your event planning.

2:3 Planning Means a Budget

 No one likes a budget that goes over, and a lot of times this will lose you an opportunity to work with a business
again.

However, if you not only manage an event that goes off without a hitch, but one that has come under budget,
you'll most likely have repeat business again.

To do this you will need to incorporate a bit of planning from front to back. Or you begin from the date the event will happen, and work back towards the beginning. This will also allow you to make sure no steps in the process of planning are missed along the way.

2:4 Benefits
to Strategic Management

It's best to plan each event through a strategic
management outlook. Steps to follow will allow you to stay within the budget,
be on time, and be sure that you are going to provide the best event for anyone you work with.

Your
Timetable is a Must

This can work hand in hand with the backward
planning we've talked about earlier.
A plan or a timetable
will be a must for any event planner who wants to do a good job. This plan is going to include people who will be working with you for the event planning, as well as dates when things need to be accomplished by in order for the event to take place. Strategic planning
cannot be accomplished by only one person, so you will need others to help. Your plan should include
how to communicate with others,
when you need to have them help you, and what they need to be doing to help out.

Time management
will be covered in further detail in the following
module

Feedback

If you are planning an event for a business,
you may want to view past events and see how people felt about it. Customers
can be the best way to learn whether a past event accomplished what the plan was for it. You may want to ask members of the staff of a business as well. Any kind of feedback you receive from the past will only help you to create a plan that is rock solid and an event that will be bigger and better than any in the past.

Look at Previous Plans

This can be a huge help. As stated above, look at the past plans that were made for any other strategic
events that took place. If you are dealing with a specific
time of year, you may want to try and find the plan in the past for the same time frame. If it's just an event that is planned for demographic reasons in the hope of getting new customers, most businesses will have something
from the past as well. If you are handling
a newer business, you may want to talk to other event planners for their input, or look online for great ideas.

Meetings

You should have plenty of meetings during your strategic
management of any event. One type of meeting you should always conduct is the one that will point out the strengths
of the plan, weaknesses of the plan, opportunities that will come up because of the event, and any threats that may come up. A threat is another
term that can be used for risks or hazards that may come up during the event. These meetings will be a bit longer, normally at least three hours, so you should plan for breaks.

Ideas and issues that come up during this meeting should be written down. This will allow you to plan for the issues, and possibly use some of the ideas that were brought up. This is a great time where you may receive more feedback from past events,
and be able to make this newer event better.
Be sure you get the names of the people who mentioned
any issues or ideas, just in case you need to verify anything about it. Plus it can allow you to talk to them further and see if they have more helpful feedback to offer.

Again, you may need to have more than one meeting to get your full plan set in place. However,
if you have done events for some time you will realise this, and have set aside extra planning time before the event needs to take place.

Implementation

Finally you can begin the actual implementation of the plan, and begin every process
needed to host your event. The plan is going to have timing and goals, as well as people who will be responsible for every step. Checking frequently
to ensure that everyone on your team is meeting their deadline(s) is a must. This is what a strategic plan is all about, planning for anything
that may take place, and insuring that it doesn't happen!

2:5 Why Strategic Management is a Must

But with a good plan that includes
strategic management you can accomplish anything. A step by step process of each and everything that
needs to be accomplished, along with when it should be done will allow you the best insight into how your event planning is going.

Sure, you may find that software options
out there will help you set up a strategic
plan, but check it after you have it completed. Ensure everything is correct, and share any changes with your team.

After all, without
the full involvement of your team you wouldn't
be able to finish setting
up for your event.

Also keep in mind that your strategic
plan should include delivery times, where they are coming from, and how many of an item you will be receiving. A close hand on all the details is why you could be known as the top event planner in your area.

You will need to have a team of people around you who you know you can trust.

Hiring people and having them work with you for years is the best way to accomplish this. But a person who is just starting out in the field of events management
will not have this luxury.
This is why you should hire people you've researched. Call their references and see what past employers
felt about their work. Finding reliable people is a must as an event planner. After all, you will depend on them just as much as they depend
on you getting them the right strategic plan to accomplish their jobs.

Aligning yourself with a team who works well together is something
else to keep in mind. Personalities may clash, but that doesn't mean you will need to dismantle
a team. Take both people
aside and see if the problem is one that can be easily fixed. Think of it as strategic management
of your team!

2:6 Events Management & Planning Software

 If you are an events manager
you may know of some of the software

options available.

After all, to stay on top of your planning of events, whether weddings, birthday
parties, or something

else, you almost
have to be digital. Technology has changed many fields, speeding
up processing, allowing
multitasking options that may not have been there for you in the past.

When a bride and groom come to you they may have some high expectations. Idea's they want to have, and things they want to avoid. If you are a busy planner this may not be the only event you are planning,
with that being said events management software options are going to help you keep everything more organised. Gone are the days of a book with papers overflowing, and disorganisation abounding!

Professional Solutions

Even if the bride and groom have a ton of ideas, you can't just do anything. After all, a corny and poorly planned wedding will do everything to hurt your reputation. This could also hurt any chances of gaining new clients in the future. So be sure to also include some professional ideas, pointing out things that will help their big day be wonderful and beautiful.

With the various events management software packages that are on the market they hope to help you with three main things. To save time in the planning of your events, to help increase the revenue you can earn, and finally to reduce stress that may come up in planning stages.

How Do You Accomplish These Three Goals?

With events management software options they will help you save time through a streamlining of your to-do list. This will help improve your efficiency. You'll be able to avoid the possibility of repeating tasks that have already been done. Since you'll have everything on one software option, it will keep track of what you've done, and what is left. Finally, you'll save time because you'll not have a ton of papers to keep on file, and go through when you need to look something
up.

To help with increasing revenue there are several ways that the software will assist you. You'll never run into a problem because you've overbooked a space, the software will keep track of events, days that are open, and when and where something is taking place.

These software options also offer some great reports that will help you realise exactly where you may need to cut costs. Lastly, a smoothly planned wedding on your part will leave a bride and groom that are very happy. Your name will be passed onto other people who may need events planned, and that means more money!

To reduce stress the software options assist you in keeping all members of a team organised. You can share files that are needed with other businesses that are included
in the planning of the big event. No errors will be made by anyone of the team, as long as the details are clear. Plus you can set up reminders that will come up to all members
allowing them to be sure to never miss a deadline.

2.7: Software Options

While there are many options out there, we will highlight
a few that are available,
and considered to be the top in the market.

Etouches:

This software option can be used for every sort of major function, and will integrate
using the best- in-class options
for software. It also has the choice of multiple
languages, and multiple
currencies. With this software you'll be able to handle everything from registration, project management, budgeting, event websites, mobile apps if needed, emails,
and more. This is software 
that  was created by other event planners,
specifically for planners.

Eventbrite:

If you are looking for a very cost-effective option for your software choice,
this would be one of the best out there on the market. Helping to plan several facets of events: from organisation to the selling of tickets.
It may offer you more than you feel you need if you are working exclusively as a wedding planner. However,
if you are thinking of ever breaking
into other events, you may want to make the initial investment
and get this event planning software.

Boomset:

For the meticulous planner who wants to make sure they can track the guest list, and more, Boomset
could be your choice. Considered by many as the event manager's best friend, you may find this to be something
you can't live without. Besides
guest management, you have  conference 
planning options, which can have you import guest lists from several other programs.
If you need to print out table tags, Boomset has a great way to do it!

Other Options Are Out There!

These are by no way the only options that are on the market; you can find several options online. Simply do a search for event management software,
and you'll be amazed at the number of results.
You can even narrow it down by the types of events you are planning.

Though you may want to consider buying a multi-faceted option, that way if you decide to get into planning of other events, you'll have software that can easily be used. Nothing would be worse than purchasing software that is so narrow,
and you changing your mind, adding in more events to plan, and having to spend more money for newer software.

Compare the various
options; see what they all offer you, not just the cost of the software. Remember,
it's not always best to go with the cheapest
choice, it could be missing some important
option you'll find that is needed as you begin planning your first event. Something that offers you more will always be a better choice, allowing for expansion
in the long run.

Try and get software that will also offer you some kind of financial
tracking option. Not only can it track the money you spend in planning
an event, but your profit as well. Always opt for a choice that will help you with reports that will track several of the most important steps you use all the time.

You're sure to find the option that will work best for you after a little research.