So, you have an idea for an event. Great! But before you can make it a reality, you need to create your event playbook. The Planner’s Playbook serves as your centralized hub for all vital information related to your event. With so many moving parts, things can quickly become chaotic. The key to successfully planning and booking an event lies in keeping your playbook organized and accessible. In this blog post, we will discuss four essential strategies that will elevate your playbook and ensure a seamless booking experience.
1. Determine Your Preferred Organizational Method
The first step to crafting your playbook is to identify your preferred method of organization. Ask yourself, “What tools and formats help me work best? How do I keep track of all the moving parts?” Your organizational structure should facilitate easy access and understanding of information.
If you prefer a tangible approach, invest in a planner or binder dedicated to your event. Choose one that allows for easy adjustments, as your plans may evolve. On the other hand, if digital tools are more your style, explore services like Microsoft Office or Google Drive. Both platforms offer free basic plans, including tools and storage solutions to create a robust playbook. Ensure it is easy to alter as
2. Structure Your Playbook with Key Sections
A comprehensive playbook should include several crucial sections: A master calendar, event layout/plans, budget information, contact details, and general notes/additional documents. These sections ensure that your information remains organized and easy to navigate. To avoid jumbled information, employ color coding and labeling techniques for both physical and digital planners. Highlighters, sticky notes, and dividers work well in physical formats, while creating main and subfolders in a digital space can help streamline your documents.
3. Populate Your Sections
Now that the structure is in place, let’s discuss what documents and information should be included within each section.
The Master Calendar: This should include the event date(s), location, and an hour-by-hour schedule. Additionally, remember to include any key dates for ticket sales, event load-in and take-down times, and a detailed breakdown of the event day’s activities. .he Event Layout/Plans: When booking talent, it’s crucial to have a clear idea of the performance area. Considering whether you’ll have a single stage or multiple stages, the size of each stage, available technology, and necessary dressing rooms.
● Budget Information: Access to your budget is vital for effective decision-making. You should clearly outline how much you can allocate for talent and whether you’re flexible enough to adjust your budget for your desired artists.
● Contact Information: Compile a list of all essential contacts, including their full names, titles, phone numbers, emails, and the best method for reaching out to them. This ensures that communication remains seamless.
4. Prepare for Success: Booking Tips for a Smoother Experience
Congratulations! Your playbook is now primed for the transition from planning to execution. To make the booking process even smoother, consider these expert tips:
● Start Early: Initiating the process well in advance allows you ample time to evaluate your options and minimizes the stress that often accompanies approaching deadlines. Remember, the early bird gets the worm!
● Define Your Booking Needs: Whether you’re seeking musicians or speakers, have a clear vision in mind. Ask yourself: What genre or type of talent fits your event? Are you looking for local artists or big names? What is your budget? Understanding your audience will also guide your decisions.
● Stay Open-Minded: Each booking experience is unique, and flexibility can led to unexpected opportunities. Keep your options open, and don’t hesitate to explore different avenues.
Booking talent can be a daunting process, but it doesn’t have to be. With the right strategies and support, you’ll effortlessly find the perfect talent for your event. At Degy, we’re committed to meeting you where you are and guiding you through the entire planning process. Ready to take the next step? Fill out our intake form to start booking the event of your dreams today!