Three reasons why you should invest time to plan your event
To provide notice to your audience: If you are expecting an audience then you need to give your potential attendees enough notice to actually attend. In some cases it might be a couple of weeks, in others it needs to be a couple of months. There is an optimum time depending on the type of event but a general rule of thumb is that the more people you want and the longer your event then the more notice is needed.
Costs: Most last minute costs can be avoided with proper planning. By taking the time to visualise your event, from start to finish, you will be able to identify the materials you will need. Plus, the extra time means that you have the opportunity to shop around for better and cheaper deals rather than just making quick purchases which might become your only option.
Reducing risks: A large part of event management is risk management – i.e. the ability to foresee certain risks and work out ways to mitigate them. In many cases risks can be avoided with more planning e.g. taking the time to ensure that all your speakers know where they have to be and when to avoid anyone getting lost or not turning up at all. Or putting together a contingency plan in case the weather is disagreeable or your income takes a hit.
Of course, there is something like too much planning so you need moderation. It is important for an event manager to be able to see the whole picture whilst taking care of the details, whether the event is a corporate conference or a kid's birthday party.
