A sure-fire way for event managers to leave work on time

At this point in the year, when schedules are busy and people are busier, organising events can leave you with a mountain of work and too few hours in the day. Stay on top of your workload with our four top tips for event managers who want to take back control.

Make an event schedule

Whether you’re one for lists and calendars or not, having a clear schedule for your team to refer to allows you to set achievable deadlines and keep everyone on the same page.

Make sure that your calendar or plan is somewhere that can be accessed by all members of your team. Google Calendar is a simple way of sharing a schedule via your Google accounts, for instance.

Remember that it’s wise to start promoting an event up to a month before it happens. Make sure that you get the word out across socials as well as in-house and online. Scheduling tools like Hootsuite allow you to plan social media posts well in advance.

If you are pressed for time and don’t have a marketing team at your disposal, our events-based Promotional Materials Library is full of resources to download and use.

Delegate tasks

So often we fall into the trap of ‘if you want something done, do it yourself’. However, the event planning process is much easier when the burden is shared. Meet with your marketing team, sales team and front-of-house staff to discuss selling tickets and preparing the venue.

If you already use the One Tree ticketing system, let us know who is in charge of which area. We will then send appropriate emails and advice straight to the right people, leaving you to focus on your own tasks instead of having to forward messages.

Repurpose marketing materials

Keep your event campaigns consistent by repurposing graphics and catchy taglines. A striking image can form the foundation of a poster, a social media graphic and/or an email blast. Free online tools like Canva allow you to copy and paste designs and quickly adapt them to purpose

Sticking to one great design for most of your promotions (while maintaining variety in headings and captions, of course) gives event managers far less to sign off and far more time to think about methods of promotion and audience targeting.

Sell tickets online

Invest in an automated system. Let it take care of your ticket sales and fulfilment so you don’t have to.

The One Tree ticketing system allows you to sell tickets from your website 24/7, allowing you to spend less time on the phone to potential buyers and more time focusing on the smooth running of your event. We send tickets out by email, organise pre-payments and collect information like dietary requirements if you require it. With our system, you don’t need to worry about contacting attendees, chasing payments or guessing at separate menus. You can download guest lists and reports with just a few clicks, ready for the staff that need them.

If you’re not already using an online system, contact us today for a demo and see for yourself how efficient you can be.