Stages for organizing a successful event
There are various challenges that come into play when organizing an event. If you’ve ever organized an event, you would know that there are chances things could still go wrong. Even with your feet underwater, you must try to keep yourself afloat. You don’t want people to notice you’re tensed or under pressure. That being said, there are strategies you could use to ensure that you run a smooth and successful event. Let’s explore some of them:
1. Establish your purpose
Establishing the goal you aim to achieve from your event is the first thing to do if you must hold a successful event. You must be specific and determine whether you want to transfer knowledge to attendees, express gratitude to partners, raise funds, launch a product or entertain your guests. An answer to this will help you streamline your concept, timing, role distribution, catering, role distribution, and sound.
2. Plan Properly
All logistics, content, and marketing of the event should be put into consideration when planning. Ensure that each team member has access to the big picture, knowing the role of every other team member. Create a list of the main tasks and break them down in details into steps that must be accomplished. Attach a timeframe to every step in your plan and ensure that is adhered to.
3. Determine your Event Budget
You don’t want to be taken unawares. Ensure that you define the exact amount of money you are prepared to spend on your event, especially if you’re operating on limited funds. Break down your costs and describe them. This will help you get the most out of your funds.
4. Determine whether or not you need an event planner
Hiring an event planner can be one of the easiest ways to have a successful event as they will save you time, allowing you to focus on essentials while they handle the logistics. Not only that – the negotiating experience that comes along with event planners will help you get maximum value for your budget.
However, hiring an event manager does not come without costs, a reasonable amount which could have otherwise taken care of other event logistics. It is important to carefully examine whether or not you need to hire an event planner.
5. Do your Due Diligence
So you finally decided to hire an event planner. Know that you have to verify if they are a good fit for your event as there are different kinds of event planners. You don’t want to hire a wedding planner for your product launch. See if they have done similar events, as that would mean familiarity with your event demographics and a better understanding of your event needs.
Find out if your event planner knows anything about your location, as location is a crucial factor to a successful event. Ask all necessary questions that will guide you in recruiting a suitable event planner.
6. Double check whether everything is in place 24hrs to event
24 hours to your event is a good time to carry out a final check. Verify that all important guests have been invited, that participants know how to get to the location, that team members understand their roles, that the venue is ready, as well as all printed materials, audio and video content. Remember to pass across to team members, an emergency phone number in case of an emergency.
How do you organize a successful event? Do you have some great strategies of your own to be the best event professional and have ‘em talking about you – how do you implement them?
Let us know in the comments.
~Connie Pheiff, Founder & Chair, TalentConcierge.co