Events are not easy. Organizing events during the day and executing events at night is a recipe for a burnout, understanding your mental, physical, and psychological stamina is an important part of the business. The best event organizers know there are only so many hours in a day and have balanced the amount of sleep they need with what needs to get done. The best way to combat this is through regimented scheduling and organization. Spend the weeks leading up to your week in front of a calendar making sure that your days are organized into digestible chunks.
The old adage ‘trust takes years to build and only moments to break’ is even more true in the event world. Great event organizers make an effort to get to know everyone. Taking the extra time out of your event to maintain your reputation is worth the cost. People are the same in one respect – they remember both when they’re slighted and when someone goes the extra mile, so give your agents, venue owners, ticket buyers, and sponsors the love they deserve.
- Cash flow
Cash is king in most businesses, but doubly so in the event space. Some events you knock out of the park and cash flow isn’t an issue. For times when it is, be creative and make sure you have the relationships in place that can help smooth the peaks and valleys. Longtime partners are often willing to help you with extending deadlines a few days. If you’re a newer organizer, we always suggest starting with something small and easily management out of the gate. Small, custom curated, experiential events allow you to be creative, lower costs and margins up. We’ve seen fire breathing chunks of metal as a headliner at Beakerhead, wave pools with a stage in the middle at Soundwave and yoga retreats in the mountains, all have a unique appeal and drive the right type of people to pay upfront.
The best organizers and event producers are operations specialists. They can scale their five person team to hundreds during an event, then revert back to normal operations once it’s over. Cowboys Music Festival in Calgary, Alberta is a great example of this. They scale their team nearly 10x during the busiest time of the year. Coachella and festivals like TomorrowLand all have similar structures where they can scale their event staff efficiently and effectively. The key is planning in advance. Details must be worked out well before the event, so there is sufficient time for hiring, training and on-boarding.
- Attention to detail
There are many details that can make or break your event – bathroom access, speed of service, line times, ease of parking, etc. But even the smallest details leave an impression. Were the seats comfortable? Did you have really itchy uncomfortable wristbands? Was the meet and greet organized and well executed? Was there enough ice for the drinks? Keep a close eye on your social media and keep your ears to the ground with your ticket buyers. They’ll let you know what’s working and what isn’t.
Implementing Customer Relationship Management (CRM) software like Streak can help keep track of outward facing communication. For internal event teams, Slack or Trello can help alleviate some of the communication gaps your team is prone to when things get hectic. An open work environment is also extremely beneficial for team collaboration and communication.
This is one of the traditional markings of an event producer. Multitaskers throw the best parties, best events, and in some cases turn out to be the best event organizers. Be careful here though, don’t take on more than you can reasonable handle. Taking a look from the other side of the equation as to why multitasking doesn’t work is a healthy approach to balance this. Showpass suggests Dave Crenshaw book ‘The myth of Multi tasking’
- Relationship building and maintenance
This skill is second to none and is core to succeeding with all the other skills. It’s also the one that allows you to fall on your face and still succeed. Earn karma points you might need by building real bonds with people. Instead of just building a book of business, build a list of friends that you’d be willing to help out – then it will be mutual. Share meals and spend time with your vendors, your top ticket buyers, your partners and your sponsors. These are the people that can (and will) go out of their way to make sure that your event is successful when they don’t have to. If there is one skill to focus on improving from this list, this is the one.