How to Stay Organized During Events

Staying organized is important to anyone with a busy lifestyle, and it is especially critical when planning an event. 

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Because I’m involved with so many personal and professional activities, I’ve got to stay organized. And people often ask me how I do it, so I thought I would share my secrets.

One of the things I do to stay organized is something many people probably already do, which is to have your plans for the week, month, or year scheduled in advanced. 

Also, if you are planning on hosting an event, have people subscribe to your newsletter, blog, email, etc, so you can get them interested in things you are doing. I like to send consistent reminders to my clients in order to keep them up to date on my activities. 

When inviting people to events, I provide them with ample time so they can prepare. I use Facebook or Eventbrite to send out messages to the clients. For recreational events like golf tournaments, fashion shows, or casino nights, I will send out a calendar or “save the date” with more information. 

If I am doing an educational event, I want to make sure that the topic is clear. Especially if there are multiple speakers discussing multiple topics within one overarching theme, I try to make sure clients understand what to expect.

Sometimes, people think a free event may not be as valuable as one that they’d need to pay to attend.

To make sure you keep your own clients informed when you host an event, you can easily set up an event page on Facebook with all the necessary details. Then, you can share this page with your clients.

Eventbrite is another application you can use to do this, but it will cost a small fee. For our upcoming casino night, we are charging attendees between  $75 to $100. I do suggest you charge a nominal fee and then give out discount codes. Sometimes, people think a free event may not be as valuable as one that they’d need to pay to attend. 

Of course, being prepared on the day of the event is as important as preparing beforehand. For educational events, have an outline ready, provide handouts so attendees can follow along and add their own notes, or have a PowerPoint presentation handy so that you are not attempting to write everything.

At the very end of the event, allow time for questions and answers. This will help everyone in the audience.

If you have any additional questions, please feel free to contact me by phone or email. I would be happy to assist in any way that I can.