Saturday 4th July 2020
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Top 10 Tips for Successful Group Management

Starting a group and planning events to host can be very stressful.

I have often seen that group admins feel overwhelmed with the tasks, they have to perform while keeping everyone happy in their group. 

Hence, I have written this article to show you, 10 top tips which make you successful group admin and a successful event manager.

This will help you to master the fine art of planning your events for the group.

1. Begin as early as possible

Once you know why you want to start a group, you would want to make sure that you start doing preparation for it. For example, you would start brainstorming, with your co admins, about

  • What kind of group you are going to start?  
  • What would be your group's name?  
  • What sort of vision your group holds. 
  • What kind of people you would like into your group, etc.

Starting early will help you find out issues and you will be able to mitigate them before they become a pain.

2. Be flexible

Over the course of planning and starting a group. There will be lots of things, which are going to change.

Whether it is your group name, or it's the persona of the group members or the location where you're going to host event for your group.

But you just need to be flexible, so that you can prioritise to the group members needs.

This flexibility will help you to grow the group because it will impact how many people can join your group as part of their comfort.

3. Learn the art of haggling

When you start to grow, you will be looking for. Event venues. And despite how many venues you visit and see if they're suitable for your events or not. When they give you their pricing, you can always negotiate.

The best example I can give you is when I used to host events in the Newcastle United Kingdom.

What I used to do is;

I used to go to the bars or clubs, primarily located in the centre of the city. And I used to ask them for the place or a part place of their bar or club to be privately provided to me so that I can host an event there.

Now, instead of paying them hefty fees. I used to negotiate that because I'm bringing more than 30 people into their club. They should give it to me for free.

And trust me, it works. 90% of the time. I mean, until and unless the bar or the restaurant or the club is super busy.

And because my group was more about technology. It was very obvious for me to host events on weekday evenings. And that worked out pretty well for me because, on a weekday evening bar, clubs or the restaurant is not that busy as it is on a weekend.

So, negotiating is something which you can always do while searching for a location.

4 Learn to delegate

When you start a group. You will find some co-founders for the group. If you don't, then look more around because a group is all about people, and if you can't find a couple of co-founders or at least one co-founder, then there is no point of starting the group.

And once you have a co-founder or group host. You should learn to assign responsibilities.

Break up various elements of your operations. For example, if you have a professional group, then you can assign or delegate the registration, and the venue selection task to your co-founder.

If you have a more laid back kind of group then you can delegate the marketing task to your co-founder, you need to learn this because you cannot do everything yourself. And it's one of the most beneficial skill, you will every need, while you're managing a group

5. Create a shared workspace

Now you must be wondering why would I need to create a shared workspace. Well, there are tons of benefits to it. Number one is you have to collaborate with your team, your co-founders and it could not be easier to do that with a shared worspace.

Let say for a moment you have a shared document in your shared workspace. In a shared document you can have details of your venues, your upcoming event attendee lead. You can also have your speaker's details,  your cost models etc.

You can all do that by starting a group with bylde.

6. Always have a Plan B

Now, you might not know that being a group admin, and hosting events have lots of uncertainties.

And because of this, You always need a backup plan. It is very rare that an event can ever be pulled off without at least one or two issues. So it's always a good idea to have a plan B ready.

Whenever I used to host an event, I always asked my co-host to bring his laptop, because I knew that not all the venue has all peripheral devices to connect my laptop with their projector.

But I also knew that sometimes bringing a MacBook for a presentation at a general venue is not compatible, whereas a PC peripheral device like a USB connector or HDMI connector is easy to find.

And having an extra device with us always helped out. But this is just one small example you can find tons of such examples for having a backup plan.

7 Do A Demo Run

Do a demo run always before the event, I would suggest a week before. Do a run-through of the entire process.

You can organise a small meeting with your co-host and mentally try to walk through everything.

Starting from following a process of the RSVP, going and visiting the venue.

Looking at the health and safety protocols at the venue.

Figuring out where the toilets are located, and other necessities.

This always helps. Because this way the event host understands if there is a gap.

8 Take Pictures

When you're planning an event in a group. Try to take photographs of everything.

Taking a picture of your venue.

Taking picture of the way from public transport to the venue.  

always helps the attendees, because if you're starting a group, and you're hosting your first event, it is always suggested to put as much information as possible on your event page and having pictures of with information will always help.

9 Do it Online

Now starting a group used to be very difficult. In olden days where you have to go to a County Hall or a place where the locals, gather, you had to take permissions from the authority of the organisation and then create a group.

And then start asking people to join them. But now, you can just go online, create a group, and then start sharing it on social media. This helps to spread the word, as well as bringing new members in the group.

Similarly, hosting an event was difficult too. But now you can host an event online synching it with all your offline parameters.

If you create your group on Bylde and host your events on it, Bylde makes it super easy.

Publish all of your events directly from Bylde to Facebook on autopilot. Then you can share it on your wall, or you can send a link to your event page to your friends and family.

And with just one click, they can join your group and your event.

10. Follow-ups are always the best idea

Being the event organiser and a group admin for 10 years. I learned that even though if you have an attendance of 50 to 60 people, you will end up only with 20 to 30 people coming to your event.

Now, if you have a tight budget for your event.

Then you must follow up with your attendees, and always cross-check with them if they can make it?

I always used to do it, at least one week before, and again a few days before. so basically twice for each event.

This is very easily done with the help of email to all members feature on ByIde.

Because if you run a group on Bylde, then you have a facility to send emails to all of your group members straight away from your group admin panel.

This helps you to save tons of time and notify all of your group members as per your instructions.

Now here is an event planning checklist I always follow:

Pro Tip: Event Planning Checklist

Goals and Objectives

  1. What’s your event’s exist?
  2. How many attendees?
  3. Is there a cost associated?
  4. Are you going to sell tickets?
  5. What is the location of the event?
  6. Is there a theme and, if so, what is it?
  7. What is your event schedule?

Budget

  1. What are the different costs will be?
  2. What registration and ticketing platform will be used?
  3. Is there any sponsor contributions?

Date & Site

  1. What is the date and time for the event?
  2. What is your backup date? in case of any issues.
  3. Cross-check infrastructure: wifi, capacity, bathrooms, nearby restaurants, etc.
  4. Do you need caterer?
  5. Do you have all equipment you’ll need?
  6. Is there any security needs?
  7. Do you need permits, licenses, insurance?
  8. Do you have a communication plan for attendees?

Speakers

  1. Do you have any potential speakers?
  2. If yes Create a list of relevant speakers.
  3. Check with speakers if they have there pitch ready.
  4. Finalise speaker selection: 
    Get bios and headshots, 
    Arrange travel,
    Arrange accommodations.

Sponsors

  1. If you need sponsorship then research and create a list of sponsors and what you can offer them.
  2. Research if there are sponsors who have partnered with similar events.
  3. Reach out to potential sponsors and get them onboard.

Promotions

  1. Share your event on your group.
  2. Share your event link on all social platforms.
  3. Add event to online event calendars like Google, Facebook etc.
  4. Market event with blog posts and Ads online
  5. Send reminders to all group members.

Finalizing, Last Steps

  1. Schedule 
  2. Speakers and scripts
  3. Venue
  4. Equipment 
  5. Contracts

If you have any other questions please do let me know in the comments.

 
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