Hosting an event is a great way to promote a company’s brand, services, and goods, whether we’re talking about conferences, exhibitions, community events, or fundraisers. That said, running an event is no easy feat, and it requires a lot of time and effort to ensure success.
Organizing a successful event is a matter of keeping in mind your goals and visions while managing event details and pulling everything off on a budget. It’s pretty much an art form in its own right. With these couple of tips, you’ll manage to master the art of event planning.
Create a budget you can stick to
Your budget will largely dictate the decision-making process, so you want to start by setting one you can stick to. Come up with an event budget checklist, factoring in both fixed and variable costs. Keep in mind that these costs will add up quickly. Therefore, plan in advance and make sure you have some money on the side in case of unexpected situations.
For instance, if it’s raining on the day when your open-air event takes place, you’ll need to be financially prepared for such situations as well as have a plan B ready. And for those expenses that are difficult to cover – think creatively, coming up with nifty solutions to make up for it.
Choose the right venue
Where your event takes place will speak volumes to your audience, so you want to make sure you find a venue that’s just the right fit. It should be convenient, easily accessible, have enough capacity and parking space, and offer various services and amenities. You’ll also need to consider furniture, decor, and ambiance when selecting the venue.
Of course, there are certain aspects of event planning where taking the DIY route makes sense (invitations, photo booth, etc). However, when it comes to transporting delicate instruments, it’s best left to professionals. According to a reputable Phoenix piano moving company, hiring experienced helping hands can prevent any hiccups and help you move the instruments safely from point A to point B. Keep this in mind as you finalize the venue to prevent any costly mistakes.
Determine the purpose and format of the event
Having a clear vision of your event is essential for ensuring success. Therefore, you want to make sure that you identify the purpose and format of your event from the get-go. Ask yourself what you hope to achieve by organizing such an event. Are you looking to raise funds, convey knowledge, promote your brand, or do something else?
How you answer this question will also dictate the format of your event, determining everything from the hall layout and event concept to role distribution and duration of the event. The most important thing is that the format you select is in line with your event goals and that it helps you achieve them.
Set your objectives
Speaking of goals, you want to set clear objectives early on. By setting goals you hope to achieve by organizing an event, you’ll know whether you managed to make all the right moves and whether your event was a success.
Depending on the purpose of the event, you’ll need to figure out who you want as your guest speakers or who is going to provide the educational training. Also, think about one key point or idea that you want your guests to remember after attending your event. Above all, make sure that the objectives you set are SMART as this will help you succeed.
Promote the event
The way you decide to approach event marketing will depend on factors such as budget, target audience, and event type. Sending out invitations is a great place to start, but to ensure a good turnout, you’ll have to step up your marketing game.
Consider creating an event-specific website and promoting the event on social media (if it’s a public event). You can also rely on print media, local TV advertisements, and flyers to raise awareness about upcoming events and increase event ticket sales. Just make sure that you don’t wait too long to start promoting the event proactively.
Ask for feedback
Post-event activities can help event organizers tremendously. They give them an insight into what they did right and which things they could improve in the future. These activities can include everything from conducting a post-event survey, tracking attendance, having participants complete an evaluation form (printed or online), and getting feedback via social networks.
By gathering information about different aspects of the event, you will be able to assess the event objectively. It will also make it possible for you to prevent any mistakes from happening in the future and help you ensure a high-quality event next time you are organizing one.
Wrapping up
Carrying out a successful event can feel challenging and downright daunting to some. However, if you put in the time and effort into organizing the event and pay attention to even the smallest details, you’ll make yourself look professional and ensure a great event experience for your audience.
