There are a lot of things that event planners need to focus when planning an event in Dubai, but how to keep a record of every single thing? This is the biggest challenge for almost all event planners that they face almost in event. Of course, when it comes to planning an event everyone wants to get success. These hurdles might be avoided or lessen if the event planners from the start establish a flow chart that contains the necessary information. This article sheds light on some useful guidelines that help event planners in Dubai to keep the records of all sides.
Act as a chief:
There are different departments that are looking after the whole event, but these departments have to submit a final report to a person who is guiding all these departments once they are done with the work. Make sure each and every person who is under you must know what are their responsibility and boundaries. As a lead planner it is your duty to guide your team members at every step. Explain your team members the significance of the flow of information and also lets them know if they ignore any protocols what will happen to them. It is better to explain them each and everything at the start in order to avoid any hurdles in the future.
Organize different committees:
Make a group of workers whose job responsibilities are directly or indirectly intersect with each other. For instance, in order to make sure the logos and graphics are properly displayed merge the marketing team with audio/visual department. This will eradicate many hurdles.
Deadlines:
It is always better to set a deadline before starting any event planning as this will reduce your stress levels to some extent. Let every department know how much time they have in order to avoid any confusion at the end of the day.
Keep top executives informed:
Not keeping your top executives informed about the work you have done at the end of each day is the major mistakes a worker can make. Keeping believe on you is good, but it sometimes will be a big cause of frustration for you and your team members. Therefore, it is always recommended to update your executives regularly during the entire planning process. Making changes when you haven’t finished your work are easier as compared to making changes after finishing the work.
Get in touch with your retailers:
Another important mistake that might occur is communication with your vendors. This usually happens when any of your team members shares details with your vendor by which they are totally unaware of. This side conversation has a major impact on the event. This can be prevented by restricting your vendors to not to take any orders from any of your employees. At first it sounds unkind, but you will be much relaxed as you know that every information flows via you only.
Proactive updates:
As the team leader it is your duty to share all the information you have with your team members. Maintain a master plan document that contains the detail information about the event. Keep all your communication succinct and short. Make sure you e-mail weekly updates about all the planning process to the team members.
The procedures of information flow are same as the procedures necessary for interdepartmental communications. As a team leader it is your job responsibility to keep everyone updated about their tasks and to share all the important information with them.