Our Top Tips for Event Management

Event management means planning, coordinating and delivering an experience that meets objectives, engages attendees and runs smoothly from start to finish. Whatever kind of event you’re planning, you’ll need a clear purpose, robust timeline and adaptable structure. This guide gives you actionable advice-from setting goals and assembling your team, to rehearsing, handling surprises and following up after the event, so you can approach your next event with confidence.

1. Set your goals

A successful event begins with a clear purpose. Identify three key goals that will guide your planning. Are you looking to create an engaging networking opportunity, build strong client relationships, or inspire attendees with insightful discussions? Whatever the focus, make your goals specific and ensure every decision supports achieving them. Having a clear direction will help you design an event with real impact.

2. Give yourself a long lead time

Good planning takes time, and the earlier you start, the better. While smaller events may not need extensive preparation, giving yourself a generous lead time ensures a smoother process and allows for contingency planning. Unexpected challenges such as changes in speaker availability, venue adjustments, or last-minute guest requests are much easier to manage when you have time on your side. A well-prepared plan means you can focus on delivering a seamless experience on the day.

3. Create a shared calendar

Event planning involves multiple deadlines, moving parts, and people to coordinate. A shared calendar is a simple yet effective way to keep everything on track. Include key dates—such as when the seating plan needs to be finalised or when vendor contracts must be confirmed—alongside important details like contact information. If you want to go a step further, organise it with colour coding and tabs to make it easy to navigate. The more structured and accessible your information, the smoother the planning process will be.

4. Embrace Flexibility

Change is inevitable in event planning, so staying adaptable is essential. Schedules may shift, requirements might evolve, and last-minute adjustments are almost guaranteed. Instead of viewing changes as setbacks, see them as opportunities to refine and improve the event. Being prepared to adjust plans with a calm and solution-focused approach will help ensure everything runs smoothly on the day.

6. Build Teams and assign Roles

In event planning, tasks can easily pile up on one person, especially in larger teams. To ensure everything runs smoothly, divide responsibilities by creating dedicated teams and sub-teams. Consider the key aspects of your event and which roles need the most attention. A well-structured team might include a team leader and an assistant, alongside specialists for marketing and promotions, venue liaison, finance, creative elements, bookings, and on-site logistics. Assign roles based on strengths to maximise efficiency and keep the workload balanced.

7. Delegate and outsource

Bringing an event to life involves countless details, from logistics to the special touches that make it truly memorable—whether that’s a guest speaker, a bespoke catering feature, or interactive entertainment. Instead of taking on everything yourself, delegate tasks within your team and outsource to trusted suppliers who specialise in these areas.

8. Schedule a rehearsal

A rehearsal is key to running a successful event, no matter the size or style. Set aside dedicated time at least two weeks before your event to gather your entire team. Even if some details aren't finalised, a thorough run-through will highlight potential issues and provide ample opportunity to resolve them. Take the time to clearly outline roles, confirm timings, and clarify responsibilities so everyone understands exactly what’s required. Preparation is essential; the more confident and informed your team is ahead of time, the smoother the event will be.

9. Put a contingency plan in place

No event runs perfectly to plan, so having a backup strategy in place is essential. Identify the most critical aspects of your event and consider potential issues in advance—whether that’s a speaker cancellation, a technical glitch, or a last-minute change in schedule. By preparing solutions ahead of time, you’ll be able to handle any challenges with confidence and keep everything running smoothly. While unexpected hiccups are part of event planning, a well-thought-out contingency plan ensures they don’t become major disruptions.

10. Maximise Engagement: Online and in Person

As the organiser, you’ll be busy, but don’t miss the opportunity to connect with attendees. Whether it's networking with key guests or capturing moments from the event, your presence matters. Take photos, record short video clips, and encourage attendees to share their experiences online. Creating a custom event hashtag can help generate buzz, making it easier for guests to engage and share content. Not only does this enhance the event’s reach in real-time, but it also provides valuable promotional material for future events.

11. Capture the Moment

Whether this is a professional one, or you call in a favour, make sure the night is well documented. Attendees will enjoy spotting themselves in pictures following the event, and having a video of the highlights will be wonderful content to have on hand, but allow attendees to look back at the wonderful night they had (and maybe jog their memory if they forgot aspects). It will make the event feel that bit more magical!

12. Don’t forget the aftermath

The event may be over, but its success depends on what happens next. A well-planned follow-up ensures you maximise the connections made on the night. Have a strategy in place before the event so your team knows when and how to reach out. A personal touch makes all the difference—whether it’s a thank-you email, a follow-up call, or a tailored message referencing a conversation from the night. Engaging with attendees while the event is still fresh in their minds helps build stronger relationships and opens the door for future opportunities. Don’t forget to gather feedback too—understanding what worked (and what could be improved) is invaluable for making your next event even better.

13. How to Build a Run Sheet That Keeps Your Event on Track

A detailed run sheet is one of the most powerful tools an event manager has. It keeps every moving part aligned, prevents timing drift and ensures your team knows exactly what should happen and when.

• Map the event from the guest’s point of view - Start by outlining the event in the order guests will experience it, arrival, welcome, transitions, main content, breaks and close. This ensures your run sheet reflects real flow rather than internal assumptions.
• Assign responsibility to every item - Every line on the run sheet should include who owns it. Whether it's AV cues, stage movement, catering drops or presenter transitions, naming responsibility reduces confusion and stops small gaps from turning into delays.
• Add timing buffers to protect critical moments - Planned timings rarely run perfectly. Build in buffers around high pressure moments like speaker changes, panel transitions, or award announcements. Five minute cushions prevent the entire schedule from unravelling if one element slips.
• Include technical cues and visual markers - A good run sheet integrates AV, lighting and staging notes directly into the timeline. This helps the technical team anticipate transitions and stay aligned without needing separate documents.
• Circulate versions for different teams - A single master run sheet is essential, but teams often need tailored versions. For example: production may need cue heavy detail, front of house needs clear timings, and speakers need simplified prompts. Custom versions keep everyone working at the right level without overload.

A well built run sheet acts as the backbone of your event, reducing stress, improving coordination and giving your team the clarity needed to deliver a seamless experience.

Successful event planning is all about preparation, flexibility, and attention to detail. By putting the right systems in place, you can create a seamless experience for both your team and your attendees. Every event is an opportunity to learn, refine, and improve—so take the time to reflect on what worked well and what could be even better next time. With the right approach, each event becomes not just a one-off occasion but a stepping stone towards even greater success.

For further information or to book one of our speakers, call us on +44 (0)20 7607 7070  or email  info@speakerscorner.co.uk .