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On a time crunch? 3 Tips to organise a successful event with short lead time

Updated: Feb 20

Organising an event while under a huge time pressure is no fun but it happens all the time. If you get caught in a situation where you feel like there is too many things to get done while the event date is coming to a close, simply follow these 3 tips to ensure you don't have to postpone your event or worse, cancel it!


Focus only on actions that directly affect your event’s success


There are things you do that can directly affects the success of your event and there are things that you do that have no direct impact whatsover. Things like securing sponsors, confirming an emcee and marketing your event contributes to your event success. Tasks such as purchasing décor, printing event programme or getting sponsors for goodie bags are things that your event can do without.


One way is to ask yourself, “will the event fail if..”

- You don’t have a physical backdrop?

- You don’t provide food and refreshments at your event?

- You have zero décor or printed event programme?


Action Plan: Cut all tasks that doesn’t affect your event success


Focus on your event objectives


Imagine your event’s objective is to organize a women empowerment conference to help women with their business and your initial programme idea is to have 5 speakers. Now that your event is drawing to a close, you only have 3 speakers so far and have yet to start marketing to attendees. If you believe that these 3 speakers are enough to fulfill your event objectives, I recommend to make do with what you currently have and move forward with other aspects of your event such as marketing and event execution


Action Plan: Reorganise your programme and resources to make do to with what you already have and move forward with other event tasks


Focus your sponsorship efforts on small to medium businesses


If you only have 1 or 2 months to an event and are hoping to target big banks, multinational corporations and international brands, I recommend dropping all of that and turn all of your focus and attention to small and medium business owners.


I have worked with banks and big companies for sponsorships and their lead time can go anywhere between 4 months to 1 year. Coupled with so many layers of approvals, you just won’t get it in time if the your event date is so near.


Turn your attention to small and medium businesses instead, where you get to directly speak to the CEO and decision maker to get that “YES” to support your event. No other layers of approvals needed and you can get emails and phonecalls that immediately confirm the partnerships as fast as one day.


Action Plan: Make a list of small to medium business that are in your event niche and start inviting them to be part of your event


And there you go! I hope these tips help you clarify your event priorities and fast track your sponsorships successes! If you have any questions at all, drop me a line and I'll be happy to respond to you as fast as I can.


Cheerios,

Rashidah





 
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