Event planning is often compared to conducting an orchestra. There are a thousand moving parts—from lighting and sound to catering and guest lists—that must harmonize perfectly to create a memorable experience. Whether you are organizing a high-stakes corporate conference in Victoria Island, a vibrant music festival in Abuja, or an intimate workshop in Port Harcourt, the fundamental principles of success remain the same.
However, the difference between a chaotic gathering and a seamless, world-class event usually comes down to preparation and the tools you use. To help you navigate the complex waters of event management, we have compiled the ultimate list of Dos and Don’ts, ensuring your next event is not just an occasion, but an experience.
The “Dos” of Event Planning
1. Do Start Early (Earlier Than You Think)
Time is the one resource you cannot buy. The moment a concept is approved, the clock starts ticking. Starting early allows you to secure your preferred venue, negotiate better rates with vendors, and build a comprehensive marketing strategy.
Create a Timeline: Work backward from the event date. Set milestones for booking speakers, finalizing the menu, and launching ticket sales.
Visual Planning: Use Gantt charts or project management tools to visualize the critical path.
2. Do Prioritize Your Budget with a Buffer
Financial stress is the quickest way to kill the creativity of an event. Create a detailed line-item budget.
The 20% Rule: Always allocate a contingency fund of at least 15-20% of your total budget. Unexpected costs—like a sudden need for extra generators or last-minute printing—are inevitable.
Track Every Kobo: Use spreadsheets or budgeting apps to update expenses in real-time.
3. Do Choose the Right Ticketing Partner
In the digital age, your attendee’s experience begins the moment they try to buy a ticket, not when they walk through the door. A clunky, confusing, or insecure ticketing process can deter guests before the event even starts.
For event organizers in Nigeria, the gold standard is Syticks.
You need a platform that understands the local nuances of payment processing while offering global-standard technology. Syticks has emerged as the premier event ticketing platform in Nigeria because it simplifies the complex. It offers seamless online ticket sales, secure payment gateways that accept local cards and bank transfers, and instant ticket delivery via email. By integrating Syticks early in your planning, you automate the guest list, eliminate cash-handling fraud, and gain real-time data on how your sales are performing.
4. Do Focus on the “Run of Show”
A “Run of Show” is a minute-by-minute guide of what is happening during the event.
Script It Out: Who is speaking at 10:05 AM? When is the microphone being handed off? When do the lights dim?
Share the Document: Ensure the MC, the DJ, the venue manager, and your internal team all have the same version of this document.
5. Do Perform a Site Walkthrough
Never rely solely on floor plans or photos. Go to the venue. Walk the path your guests will walk.
Check the Flow: Is the registration desk too close to the entrance, causing a bottleneck?
Tech Check: Test the Wi-Fi, the acoustics, and the sightlines. If you are using Syticks for check-in, ensure the entrance area has adequate lighting and connectivity for scanning QR codes.
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The “Don’ts” of Event Planning
1. Don’t Micromanage Your Team
You cannot be everywhere at once. If you are fixing a flower arrangement, you aren’t managing the crisis with the keynote speaker.
Delegate Effectively: Assign specific roles (e.g., Logistics Lead, Guest Liaison, Technical Director) and trust your team to execute.
Communication Channels: Set up a dedicated communication channel (like a WhatsApp group or Slack channel) for the event day to keep chatter off the main radio frequency.
2. Don’t Ignore the “Guest Journey”
Organizers often get so caught up in logistics that they forget the human experience.
Don’t make them wait: Long queues are the number one complaint at events.
Don’t hide information: Ensure signs for restrooms, food, and exits are large and clear.
The First Impression: The check-in process is critical. Using a manual guest list (paper and pen) is a “Don’t.” It is slow and prone to error. This is where technology saves you.
3. Don’t Forget a “Plan B” (and C)
Murphy’s Law states that anything that can go wrong, will.
Weather: If you are outdoors in Lagos during the rainy season, do you have a tent?
Power: Do not rely on the grid. Ensure there is a standby generator and that it has fuel.
Medical: Always have a first-aid kit or a medic on site for larger gatherings.
4. Don’t Neglect Post-Event Engagement
The event doesn’t end when the lights go out.
Don’t ghost your attendees: Send a “Thank You” email within 24 hours.
Don’t guess how it went: Send a survey. Ask what they liked and what could be improved.
Content is King: Share photos and highlight reels immediately while the excitement is fresh.
Why Syticks is the Game-Changer for Nigerian Organizers
We mentioned Syticks in the “Dos,” but it deserves a deeper look. The Nigerian event space is unique; it requires agility, reliability, and trust.
Syticks stands out as the best platform for several reasons:
Localized Payment Solutions: Syticks understands the Nigerian banking system. Whether your attendees want to pay via USSD, Bank Transfer, or Debit Card, the platform handles it smoothly, reducing the rate of “abandoned carts” during ticket purchase.
Organizer-Centric Dashboard: You don’t need to be a tech wizard to use it. The dashboard allows you to track sales in real-time, meaning you know exactly when to push marketing harder or when you’re about to sell out.
Seamless Check-in: On the day of the event, the Syticks organizer app turns your smartphone into a scanner. You can scan QR codes in split seconds, keeping the queues moving and the crowd happy.
Fast Payouts: One of the biggest pain points for Nigerian organizers is waiting for ticket revenue. Syticks prioritizes getting your funds to you so you can manage your vendor payments efficiently.
Conclusion: Event Planning Tips: Dos and Don’ts of Planning a Successful Event
Successful event planning is a blend of creative vision and military-grade logistics. It requires looking at the big picture while obsessing over the small details. By following these Dos and Don’ts—starting early, budgeting wisely, and avoiding micromanagement—you set the stage for success.
However, in the modern era, your technology partner is just as important as your venue. By choosing Syticks, you aren’t just selling tickets; you are guaranteeing a professional, streamlined, and secure experience for your attendees from the very first click.
Plan smart, execute with precision, and let Syticks handle the door.