Event Project Management Essentials

Woman using Gantt chart for project management Project Management Essentials

Event Project Management Essentials

Align, Design, Execute and Analyze = Smarter Marketing Events

The most memorable events seem to unfold seamlessly with a satisfying fluidity. These events don’t have a magical secret; event planning consultants put a lot of dedication into looking effortless. Any event planner worth his or her salt knows that all the work—the event project management—takes place behind the scenes.

Every event consists of multiple projects knitted together in design, planning, and execution, and they all lean on each other for success. In today’s corporate meeting and event industry, filled with high expectations and laser focused on ROI, there is more in the event planner’s hands than ever. This means that effective project management is now a large part of the event planner’s job, and with it come specific strategies for optimal organization, communication, and coordination. Here are some of the most critical event project management essentials from the professionals at Omnience™.

Organize Your To-Do List

Business team drawing a new project

While this may seem obvious, a well-organized list of every project, task, and subtask standing between you and your successful event is where it all begins. This is where you can get an idea of just how many team members you will need to work with you, what you will need to outsource, and what your constraints look like. At this point you should know your budget and any other restrictions you might need to work around—all vital information in designing events. Laying a foundation of solid direction based on relevant information will ensure the rest of the event project management goes smoothly.

Use this opportunity to chunk larger projects into smaller, actionable tasks to start assigning to your team members. Think about who will be accomplishing what, and begin creating their individual lists of projects. From the event website and attendee messaging to onsite signage and activities, each project deserves its own line on the to-do list so that is planned, designed, and executed.

Set Your Goals and Deadlines

Every event has different goals, which is why it’s vital to clearly define your goals at the beginning of planning. If you aren’t working toward a defined goal, then you won’t know if you are headed in the right direction. Understanding the corporate objectives and aligning marketing strategies will not only give you direction while planning and designing events, but also help you measure your results.

Setting deadlines for your goals is imperative to actually meeting those objectives. Using the correct event project management essentials ensures better timing is to set deadlines working backward from the event.

Create Goal Benchmarks

Benchmarks differ from deadlines in a few crucial ways. While deadlines are concrete and often set by outside forces, benchmarks help you see your progress toward your goals. Creating benchmarks is a great way to analyze your strategies before, during, and after your event. You could set a benchmark to sell 200 tickets by the second week they are live, or collect 50 post-event surveys in the 24 hours after the event. At the end of each phase of planning, you should be analyzing your key benchmarks. By keeping an eye on these benchmarks, you have real-time insight into how your actions are lining up with your goals.

Communication Really Is Key

Sometimes cliches exist for a reason. Event project management relies on proper communication to function. As the project manager for an event, it is your responsibility to keep communication open and define appropriate channels.

Professional event planning consultants know not to undervalue the importance of thorough communication. From team members to sponsors and stakeholders, communication needs to be timely, honest, and clear. The modern event planner has many options for methods of project communication, each with its own focus:

Keeping deadlines, goals, plans, and updates on communal documents and software ensure everyone is in the loop—and you are all working toward real-time objectives.

Analyze All That Data

There are always points to learn from event metrics, but you can only find out if you look at the right numbers. Event planning consultants understand that each event holds a valuable amount of information both as a whole and in individual project results.

Event analysis requires aggregating massive amounts of data—so how do you turn those numbers into meaningful information? The secret is combining and comparing. Look at deadlines and benchmarks across all of your platforms and identify successes as well as disappointments. To see the full picture, consolidate all of your data and extract key actionable data points. The Ontrac™ event tool by Omnience™ allows you to connect data from marketing systems, email campaigns, registration systems, attendance tracking and post-event surveys to build a comprehensive picture of your event’s effectiveness.

Embrace Project Management Essentials

There are many challenges to keeping an event on track, on budget, and within expectations; however, tackling each project with a plan can make sure you stay organized and deliver an event that comes together with ease. No matter what phase of planning you are in, contact Omnience™ for assistance with your event project management essentials.