Are you looking for some planning tips for client events? Are you a Virtual Assistant suddenly being asked to plan a big event? If you’re tasked with planning an event for a client event, it can be stressful. Where do you start? What would everyone like to do? Is it an event that you need to prepare food for? Who do you need to involve?
Luckily, you might not be tasked with planning a birthday party for a six-year-old, which would be a logistical nightmare, but adults aren’t always pleased by the simple things like cake and a magician. For things to go off without a problem, you need to be well prepared. This means doing your research and planning appropriately.
Here are four quick planning tips for client events as a Virtual Assistant.
The first planning tips for client events we have here seem easy, but it is essential to ensure the best possible event. What is the real challenge you are facing? Is this a Christmas Party? A staff party? A potluck? You must know the event’s true purpose, and that must be kept at the front of your mind during the entire planning process.
Often, people get caught up in planning, and we forget to consider the real purpose of the event. Is the goal of your potluck to eat, or is it to bring everyone in the office together to build morale? You must ask these questions and have the solution.
Knowing who is involved is another crucial concept in any event. Who are the key people involved in an event? Imagine the potluck. Who is going to be involved? It could be employees, management, owners, and maybe even customers. Your event must have systems in place so that every group or person has something to gain from the event. Employees want to eat and not have to work for an hour, management and owners want the staff to come together and build morale (and eat), while customers may just want some free food.
We can remember our parents teaching us not to procrastinate, but we all did it anyway. Now is the time we need to listen to that nagging voice and plan everything out on time. Make sure everything is set in place with time to spare so there is no desperate struggle to find replacements.
This is the most common tip you’ll find on the internet, but that’s because of how vital it truly is. Plan your time and make sure everyone involved fully understands the timeline and schedule.
Creating a contingency plan can be extremely helpful when an inevitable issue occurs. Going back to the potluck example, what happens if someone forgets to bring food or calls in sick? Will there be enough food for everyone? Is there an oven at your office that people can cook in? What happens if too many people are trying to use the oven?
These are all risks that need contingency plans and having an action plan will alleviate stress because you solved your problems before the problem even occurred.
Being prepared as a Virtual Assistant is one of the best things you can offer your clients to get them to come back for your services time and time again. Your research skills, planning skills, and delivering timely results will boost your reputation.
If you can keep these four planning tips for client events at the forefront of your mind while planning an event, you’ll be prepared for anything.