8 Things to Keep in Mind to Manage a Successful Event


Managing an event is not a walk in the park. It can seem overwhelming given all the elements and resources that need to be organised. But organising a successful event? That’s a completely new level! Don’t worry, we are here to help with this list of 8 things to keep in mind to have people rave about your event management skills for years to come.

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In the photo: Impact Hub Vienna’s 7th Birthday Party

#1 Make sure you understand the event

Not all events are the same. Make sure that you understand the requirements of the event and provide what’s needed. Different events require different resources. A daytime corporate event will be different from a casual evening networking event. Know what your audience is expecting and work closely with key stakeholders to ensure that everyone is on the same page and working towards the same goal.

#2 Work with reputable vendors

There’s nothing worse than thinking that everything is going along swimmingly only to suddenly find out that the event you have carefully planned is going to be ruined by an unreliable vendor. To avoid the possibility of this even happening, you have to take the time to vet your vendors carefully. Ask around for referrals from people you trust, ask a vendor about guarantees, and/or if they can provide client references. Managing an event is hard work. Minimise your risk as much as possible.

#3 Plan for the unexpected

If you’re a believer in Murphy’s law, what can go wrong, will go wrong. Events, big or small, have a lot of moving parts and the unexpected can always happen. In order to not be caught off guard, it’s important to sit down and do a run through of all possible crisis scenarios so that you are prepared in case these things happen. Unforeseen issues always cause a panic because nobody knows how to react. Don’t let this happen to you. Have a plan and know how you’ll react.

#4 Create a solid, reliable team

You’re likely going to need help managing your event so it’s important to surround yourself with a good team. Assemble a team that you can trust and rely on because you will be relying on your team members to do their part while you’re managing the event. Support your team members and they’ll support you. Create the dynamic that you would want to be a part of.

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#5 Pay attention to the little things

How’s the lighting? How are the acoustics of the space? What does it sound like with one person? What does it sound like if a hundred of people are all talking at the same time during a networking session? How’s the air-conditioning? Is anybody seated directly under a vent where it will be too cold? Even if you manage a successful event, people often remember the little things that rubbed them the wrong way. You can’t lose sight of the big picture, but by paying attention to the little things you will add that extra finesse that will take your event to the next level.

#6 Get the word out

What’s a great event if nobody knows you’re having one. With all the distractions that are available on any given day, you want your event to stand out and be place that people want to be at. There are different methods and approaches to choose from but whatever method you choose, you’ll want to target and get core supporters on board. Once they come, the network effect will kick in and others will follow.

#7 Create a good positive energy

We’ve all been to these kinds of events. Everything is going fine but nobody seems to want to be there. Therefore, it is important that you ensure that there’s a good positive energy flowing through your event. How do you do that? It starts with you and your team. You set the tone so make sure you greet every attendee with the positive energy that they can then convey to others.

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In the photo: CEE Impact Day 2015

#8 Select the right event space

It’s essential to select the right event space. Would outdoor be more suitable to the event or indoor? Is it in an easily accessible location? Once you’ve selected a space, how can you enhance the experience of the event by maximising the potential of the venue? It’s not enough to simply find a space, you need to find the right space. If you need help in finding venues in Vienna, visit our short but sweet guide to venue spaces in this amazing city.

Baldwin Tong Impact Hub Vienna
Baldwin Tong A writer who wears many hats, mostly metaphorical ones.

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