What are the key elements of a successful event management plan?

The main questions of every event are "WHAT needs to be done by WHOM, WHERE, and WHEN at WHICH COST?" The steps laid out in this article nicely target the whom, where and when part, but aren't precise on what and at which cost. Between strategy determination and roles/responsibilities split, the event planner shall decide which main activities have to be fulfilled and at which cost. This step will naturally guide you through the process of prioritization as you will always be working with limited resources. Usually, tasks with highest priority are safety&security, as well as assuring a high level of team services and play quality. These are followed by VIP and sponsor services and so on, kind of like a hierarchy of needs for sport events.

Develop a comprehensive timeline that outlines all the tasks and milestones leading up to the event. Include deadlines for securing venues, venue preparation, marketing efforts, ticketing, and other crucial activities.

Conduct a thorough evaluation of the event after it concludes. Collect feedback from attendees, sponsors, and staff. Analyze the event's success against established objectives and identify areas for improvement in future events.

Attempt to establish an organizational memory hub wherein recurring occurrences and significant scenarios are systematically documented. Create a designated repository to record and store such instances, ensuring that every member participating in an event can access and assimilate information and insights derived from past experiences. Strive to establish an organizational memory hub that utilizes an online collaborative tool, ensuring all members can collectively contribute to and access shared files. Implementing platforms such as Google Docs or Notion allows for real-time collaboration, enabling team members to work on the same documents seamlessly, and even have an automatic history and old versions of any document.

Identify potential risks and develop contingency plans. This includes preparing for unexpected weather changes, technical glitches, or any other unforeseen challenges. Have a comprehensive risk management strategy in place.