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How to Take the Stress Out of Planning an Event


Like us, you probably have various projects and tasks to manage on a daily basis. When you’re juggling so many things at once, it can be easy to let things slip through the cracks. A small detail is forgotten or missed, and it can amount to big consequences further down the line.

Proper planning with the right tools is essential to staying on top of everything when organizing an event. Relying on your memory rather than a systemized list or plan of the entire event is sure to result in missed details. And when even the smallest detail matters, you can’t afford to miss anything.We have the perfect solution to help your event run as smoothly as possible from start to finish. Read on to understand the biggest challenges of event planning and how LogicalPlan can help you face them.

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The challenges of planning an event

I’m not trying to scare you, but there is A LOT that can go wrong when planning an event. Some of it will be under your control, while other things might not be. For example, one of your vendors might suddenly go out of business, leaving you having to look for someone else to get supplies from. Or maybe your client suddenly throws massive changes at you that you have to quickly adapt to in order to stick to the deadline.

Then there are potential problems within your team. Many teams fail to record everything that needs doing and has been done. The result is forgotten tasks, lost documents, and much more. You might realize that two people have been working on the same task and something else important still needs doing. In event planning, tasks are often dependent on each other, so if something is left undone, the tasks after it can’t be done yet.

Missed deadlines is a major problem in event planning. If tasks aren’t getting done fast enough, work isn’t distributed effectively among team members, or if a team member is off sick, then deadlines can approach faster than you’d like. It will take extra work or a deadline extension to keep up with everything.

When you and your team face all these problems during the event planning stage, you’re left stressed and panicked, causing tension between team members and nights of lost sleep worrying about how the event will play out. Missed deadlines and poor results can lead to lost money and unsatisfied clients, which negatively impacts future business.

The solution

There are obviously a lot of challenges and problems in the world of event management but, luckily, there are solutions. It all comes down to planning well and being prepared for anything.

You need to expect the unexpected. Be prepared and have contingency plans in case things go wrong. Have back up vendors or extra budget stashed away so that you can handle sudden changes.

Using a comprehensive organization tool or app will help you to keep track of everything throughout the process and know exactly what needs doing, when, and who by. This is where LogicalPlan comes in. The LogicalPlan app is the perfect tool to keep your team organized throughout planning an event, and we’re adding more features and tools to make it even easier for you.

We’ve created a template designed specifically for event planning and management. It came out of the need to improve the efficiency of our own event planning, so we know it’s an effective way to stay organized throughout the entire planning process. It simplifies the process by having everything laid out systematically on the LogicalPlan app, so things are much less likely to get forgotten about.

Using this event planning template, you can create separate tasks for each thing that needs doing. For each task, you can:

    • Add notes – Communicating with your team can involve a lot of back and forward. You’ve probably been part of long and confusing email chains and unnecessary meetings to make sure everyone understands the task at hand. By adding notes to each task explaining in detail what the task entails and tips for completing it, you can save all the time and effort involved in lengthy communications.
    • Attach files – Many tasks are dependent on previous ones when planning an event. Rather than making your team members chase up information from those completed tasks, you can attach the relevant files that they need. For example, contracts and invoices for vendors or venue bookings. 
    • Assign team members – When organizing an event, a task may go uncompleted because each team member thought that someone else was taking care of it. Or maybe you’ve experienced crossed wires where two people end up working on the same task. Assigning team members to tasks on LogicalPlan makes sure everyone knows who’s in charge of what. 
    • Set a deadline – Have you ever missed a deadline while planning an event just because the team didn’t know when it was? Set a clear deadline for each task that works towards the ultimate deadline of the event, so that everything gets done on time. 
    • Add labelsWhen working on lots of different tasks as a team, it can be hard to know what you need to work on first, especially when everything has a deadline. In LogicalPlan, you can add different colored labels to your tasks, each representing different levels of priority. This way, you can see at a glance which tasks are high-priority, in progress, on hold, or ready for review.

You can also use LogicalPlan to communicate with external vendors. By bringing external suppliers onto the app, you can have a single place to communicate with everyone, rather than mixing things up between different apps, emails, and phone conversations. Imagine you’re planning a concert and need to liase with all the musicians and acts that are performing at the event. Invite them to LogicalPlan and you can handle all communications, contracts, and other documents in one place.

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In your LogicalPlan workspace, tasks can be placed under different headings to better organize everything. You might create headings for different stages of planning, for example, or different categories like “venue”, “catering”, and “administration”.

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Looking at your timeline, you can see a quick overview of all your tasks at a glance, so you can easily see what needs doing and when. This provides an easy and efficient way to manage and organize everything that goes into planning an event, without letting anything slip through the cracks.

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The benefits of using an event planning template

Managing your event in this way rather than doing everything ad hoc and leaving things to chance makes for much smoother sailing. You’re much more likely to meet deadlines when everyone knows what they’re doing and when it needs to be done by. Having a clear overview of the tasks also allows you to manage this as you go along, reallocating work if someone is overloaded, for example. You’ll save lots of time throughout your event planning and will work more efficiently.

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A proper event planning template will also help to reduce the stress that comes with event planning. Team members will never have to worry about what they need to do because it’s all laid out there for them. Your team members will be happier and more motivated throughout the process because they have a clear plan to follow.

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Whether you’re planning large or small events, our app and event planning template will help you get the job done right every time. Try out the LogicalPlan app today.

We are in the early access stage. Become our early adopter and help us build better software. Sign up and in return get unlimited access to all features for free.

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