10 things they don't tell you about event logistics and planning

As a novice in event planning to those who may be reading this, event experts, and all disclaimer that this is a documentation of my own experience. Say, you're reading ‘Events Planning for Dummies’. 

A little background about me, I am a seasoned writer, digital communications strategist and fashion enthusiast who is trying her hand at events planning. I have been quite involved with events as early as I began digital comms 10 years ago in my print days for a fashion magazine that held events, and even later in the advocacy space, I have been heavily involved with organising conferences, workshops, festivals, parties, and flea markets. Hence the audacity to be here. So let's get to it!

1. Tick-off List

Have a tick-off list against deliverables and deadlines. If this is not obvious, note down everything (both abstract and financial), even the cost of that paper glue! This will put things in perspective. Showing what needs to get done, by whom and when. Financial information is also very important if you are your own accountant; you can reconcile later, but as you begin and during, write down everything.

2. Go on as Planned

Wait for no one! Well, if it is a facilitator or instructor, or a guest speaker, you've got to wait for a few before you restrategize and find a quick replacement. Should the programme wait for guests to arrive to reach a quorum to begin? I feel this is debatable, but this is a good opportunity to begin to instill your event’s culture If you wait and push the programme to begin later, guests may get used to this, but if you begin per the programme then the next time people will be early if you give them enough FOMO. So, begin when you should begin.

3. It is not Personal

You will get bizarre requests from giving out tickets on credit to people expecting zero vendor fees. People out here are not afraid to push your buttons. Be ready to hear everything, take nothing personally.

Your friends are not your customers. In my experience, strangers trust me more than my friends, so lower your expectations—again, it is not personal!

4. Get Things Out of the Way!

Get most things done before the day of. You wanna give yourself time to fix things that go wrong, and trust me, they will go wrong, it is just a matter of when. Also, this doesn't negate that things will go wrong on the day of it only reduces the damage-control time.

5. Get a Caterer/Food Vendor

If you are providing food, now this is a hectic balance, which is why it is always easier to outsource these services-expect of course the event is about food. Support the caterers! But say it is an intimate gig and you love to cook, or simply don’t wanna involve someone else or want to increase your income, yeah, cook first thing in the morning, prep everything the previous night and get them on the fire that morning assuming you have a microwave and grill to get it hot when needed.

6. Networks are your Net Worth!

Networks are everything!! Get someone in your corner with networks or have the networks yourself. This will save you time, hustle and money! 

7. Risky Business

You will lose money in the beginning, events are a risk. As a planner, as a vendor to an extent suppliers too.

8. Draw up a Contract

Guys, write those contracts to protect YOU! 

9. Market effectively

Allow yourself time to market the event, especially in this economic downturn; give yourself a month to 2 months to sell the tickets. Have gate tickets if you can, squad tickets and giveaways give people incentives and give them all information. Post like it is the very first post, giving all the information, because people don’t read the poster for no matter how dope the poster is!

10. Dream Big

Let no one put down your idea, dream big and execute it!