HOW TO PLAN AN EVENT (SUMMARY)

The speaker in the video are telling us different aspect for planning the event especially
the big event like conference. She told us about the structure and the layout, some challenges that
we might find common in events, some things we did to resolve those, and how software really
helped us.

Firstly, laying out an event which include any kind of operations, legal and accounting.
Then, the venue. We have to plan out everything regarding the location, the logistics of that
location, food, and beverage, and decorations there. Then, marketing like using a website, social
media, email marketing, any kind of print. Then the advertising which including radio, TV,
newspapers and magazines. She also told us some information about the volunteers, speakers,
sponsor, production, stage and attendees.

There are some challenges that we might face like the event date doesn’t shift, the sheer
number of people that dealing with. Even if you’re dealing with a smaller event, there’s still
challenges because of the number of people. And then there are variables that are out of our
control. like the weather, different kinds of inclement weathers whether it snows or rain or
anything that might impact that event. There may be delivery of different equipment or the food
or the beverage. If that doesn’t show up on time, then there’s a big trouble. We have to think
through all kinds of plans. There are all kinds of communication with all the different types of
people. There are a lot of challenges.

Thus, the implementation of project management software will give a huge help because
the benefits of that is it helps provide a common portal for everyone involved. They get to go
there to get real-time updates on what’s going on. It also allows for tracking of task and cost. It
is very valuable to have communications and collaborations. It also provides a central repository
for your files. Then it also allows for team reporting. So, whether it’s your volunteers or some of
your vendor partners, then it allows people to report real-time. That also just allows efficiency
for the entire event and everyone involved, and greatly, it reduces stress.