The 5 Cs of event planning in 2023
Event management combines a range of fields, skills and knowledge. Whether you’re planning a seminar, music festival or even a baby shower, certain key elements must be considered to ensure everything runs smoothly. Now let's discuss the 5 Cs of event planning!
Concept: We’ve said it before and we’ll say it again: Know your why! It will help you identify what's necessary for your event. Take inspiration from events you have attended, what worked and what didn’t. Brainstorm ideas with those around you, what do you want your event to evoke? Mind mapping is a great way to structure your thoughts; start with an idea and let it grow until you have a solid concept that will guide the creation of your event.
Coordination: Once you have your concept, it's time to coordinate your event. Coordination without communication makes planning tough! It also becomes so much easier when you have access to the right tools. At Flyberry Events, we use a project management software named Asana to help our team stay organized. It allows you to invite vendors to join your project and assign tasks and deadlines. Other tools like Teams, Slack or Notion will help you coordinate between different departments ensuring everyone is on the same page.
Control: Planning an event is like producing a movie. You have different teams to coordinate, your speakers are your main actors, and you need to consider décor, scripts, etc. But when all is ready, you only have one take! Keep in mind that things will go wrong, last-minute changes will occur, and that’s ok! Concentrate on the essence of your event, and the message you are aiming to convey. Be adaptable and solution-oriented. Always have a plan A, B and C, and surround yourself with a reliable team.
Culmination: Your event is finally here! This is when all your planning and creating efforts get put to the test. The success of an event hinges on meticulous planning and preparation, which requires a capable team to handle unforeseen challenges and ensure smooth execution. During this phase, monitoring timelines and communication with your suppliers, vendors, and staff becomes crucial. This is when you need to be on top of your game prepared to implement contingency plans if any issues arise. Again, don’t stress if any unexpected occurrences come about. Be adaptable!
Closeout: You did it! Your event was a success and now you can start thinking about relaxing. Not yet though! After your event, you can work on a post-event report, noting what worked and what should be improved for next time. Work on final invoices and thank your team and guests!
And yes, we’ll be here to guide and support you every step of the way, from concept to closeout! The 5 Cs of event management can seem a bit daunting for both novice and industry professionals. That’s where we come in! To take a little weight off your shoulders and help you create your own successful event.
