How to Manage Multiple Events at the Same Time: Follow each Event Planning Tip
Event planning is hard, but managing several events at once is a different level of difficulty. Following each event planning tip outlined below will help you juggle events more effectively.
Event Planning Tip #1: Delegate and Prioritize
Event planners can’t be everywhere at once. When managing several events, delegation is key. At Ashley’s Events, I’m fortunate to have a reliable team that understands our culture. During the Safari Rally weekend, for example, I made sure that my teams were ready to handle all the events, ensuring client satisfaction across the board.
When planning your events, focus on the most important tasks and leave the rest to your trusted team.
Event Planning Tip #2: This is a Team Sport
Event planning is a team effort. Over the years, I’ve handpicked key team members who know me, our clients, and the business. These individuals are the backbone of Ashley’s Events. Deploying teams to various events was crucial for us to maintain client satisfaction during the busy weekend.
Having the right team in place ensures smooth event execution, so you can manage multiple events without losing focus.
Vendor Hustle Mode: Book Early
Vendor availability is critical when managing multiple events. During busy weekends, vendors may already be booked, as was the case during the Safari Rally. I’ve learned to book vendors well in advance. After receiving contracts, I secure my preferred vendors early, which helps prevent any scheduling issues.
Last-Minute Preparations: The Reality of Event Planning
Some clients book last-minute, often expecting quick turnarounds. For example, I once had a client who called with minimal notice. They demanded that I “perform magic”—and, surprisingly, I did! As a seasoned event planner, I relied on my relationships and networks to pull off the seemingly impossible.
Having a solid network of reliable vendors makes last-minute preparations possible, even when time is tight.
Event Planning Tip #3: Sharing Resources Across Events
If you’ve been in the industry for a while, you may have accumulated resources—like tents, tables, chairs, or even catering equipment. Sharing these resources across events can save you time and money. For example, during the busy weekend, I shared catering teams across events. Once a chef finished at one venue, they moved to the next event, ensuring efficient service.
Leverage Technology for Event Planning
Technology plays a major role in event coordination. WhatsApp groups are an essential tool for team communication, and Google Maps helps me navigate between venues quickly. When teams need specific resources, I can immediately map out the best route to deliver them.
Keep Communication Lines Open
No matter how stressful things get, always stay in touch with clients. Let them know you’re handling the situation, but avoid sharing every challenge. It’s important to always pick up the phone and keep clients informed. Communication is the foundation of a strong relationship in this industry.
Parting Shot for Event Planners
When business picks up, learn to embrace the hustle. Good business means being busy, so delegate tasks, build a strong team, and stay organized. Plan ahead, nurture vendor relationships, and keep growing.
If you’ve had to handle multiple events at once, share your strategies in the comments below. If you want to learn more about planning events like a pro, check out our courses or follow us on Facebook.
