Do you need help in organizing a perfect corporate event?
Multiple things go into the successful execution of an event — from picking the location to determining the guest roster. The secret lies in meticulous planning — doing the major tasks first so you can concentrate on putting it all together while being satisfied with your end result.
Our comprehensive guide includes all the necessary procedures for event planning. Additionally, it streamlines each phase of the procedure to make your organization process as simple as feasible.
Let’s dive right in!
1. Finalize the event type and purpose
Describe your objective as precisely as you can: do you wish to educate attendees, thank collaborators, collect money for a cause, or provide visitors with a perfect getaway? Are you attempting to solicit contributions for your next project? How many people do you aim to attract — 100 or 1000?
Prior to preparation, be aware of the main objectives of your event – to ensure that each aspect of your occasion is successful. Your crew will find it easier to ensure that you meet your goals once you establish tangible success criteria.
Decide what will follow when you achieve, surpass, or fail to accomplish your objective. What time do you call it a day? When will you be able to perform an action-packed task the following time? You’ll arrive there more quickly if you know where you’re heading.
The theme, scheduling, length, role allocation, venue structure, refreshments, and acoustics all will affect the convention’s type. Avoid getting bogged down in conventional structures. Examine frameworks like TED Talks, online conferences, themed dinners, and outings. What matters is: your event type and structure MUST aid in achieving your final objective.
2. Establish your budget
A crucial step in the planning process is deciding on your budget. Account for the following essential costs in your finances:
- Location: This price should include both the lease and any necessary coverage.
- Logistics: If you require speakers, presenters, or DJs, ensure to leave enough for lodging and transportation expenses in addition to any remuneration.
- Refreshments: Keep in mind that the volume of sold tickets may also depend on your spending ability on food and beverages.
- Promotions: Whether you choose to advertise your program on Instagram or go with the classic method of erecting fliers throughout the area, setting funds aside for marketing is essential.
- Design: Consider, if you’ll use a homemade clay pot motif or something a bit more upscale. Choose the affordable option by determining the fees upfront.
- Staff: The staffing category is frequently overlooked, but it’s important to factor in your crew’s travel and hotel expenses, particularly when you’re leaving the city. Determine if this additional session is worthwhile by budgeting your staff’s time.
- A/V equipment: Projectors, loudspeakers, and wi-fi are just a few of the expenses included under the A/V section.
- Miscellaneous: The best-planned gathering may also incur some unforeseen costs. Including these in your budgeting can help you avoid being caught off guard.
Although if a few of these expenses aren’t yet set prices, it’s crucial to keep your budgetary limits in consideration before finalizing your choices.
3. Select an event management software
The correct event management software may significantly improve the efficiency of your operations. You can utilize this solution for aspects like registrations and ticketing, making event pages, planning engagement strategies, tracking leads, planning virtual and hybrid solutions, controlling attendees, etc.
It can help you in creating online forms, make event calendars, post forthcoming event information to your website, deposit event payments, send automated event reminders and invoices, and share details directly into your contact database after the event. The appropriate software is extremely handy when you’re tired of manually processing event-related activities. The entire process will be automated digitally.
For instance, Whova is a popular event planning platform; however, it doesn’t deliver the full package to run your events. In such a case, you can consider the best among multiple Whova alternatives. Consider a platform that’s fully seamless, integrating multiple solutions to provide you with everything that’s needed to run in-person, hybrid, and virtual events.
4. Use tech for automated registrations and production
Contemporary event organizers are asked to accomplish more with minimum resources as events become more sophisticated. But, how can you accomplish it? It is mostly due to the development of state-of-the-art technologies. Each week, innovative approaches emerge, enabling event managers and strategists to build tech frameworks, which enhance the plan, implementation, and guest engagement.
Tech may have a bigger influence than you believe. According to Enterprise Event Marketing’s recent figures, technology that automates activities related to production and registrations can boost efficiency by 27%, participation by 20%, and expenses by 20–30%. However, making smart financial choices with the relevant technologies is the only way to achieve any kind of effect.
5. Assemble a committee
To manage all the arrangements for any occasion, a dedicated and collaborative effort is required. Focus on choosing a single primary event organizer or head – in addition to specific representatives for each committee, including:
- Location managers
- Speakers
- Coordinators for leisure activities
- Press personnel for media coverage
- Sponsors
- Volunteers
Group members’ distinctive duties are assigned, which establishes an effective framework and keeps chores from becoming neglected.
6. Pick a brand-consistent theme
Ensuring that your event distinguishes itself from the crowd is among the biggest obstacles you’ll face when organizing one. So, don’t undervalue the significance of selecting a distinctive and memorable event name.
Choose an overarching theme before naming the activity while assessing: What is the unique selling point (USP) for your occasion? What distinguishes it from others in your field? What are your event’s goals and purposes? What constitutes the core elements of your occasion?
Look into the details of other gatherings, particularly those of your main rivals. Ensure the program’s name is memorable, and pronounceable, while also being distinctive. Make a powerful and distinctive emblem to fit with the occasion name.
Come up with a slogan for your activity, a succinct but distinctive phrase that sums up what it’s all about. Furthermore, it’ll let you distribute tasks; but don’t fail to factor meetings into the schedule of your planned schedules.
7. Plan your marketing initiatives
The performance of your gathering likely depends on your capacity to attract attendees. (Except if you’re organizing an all-hands meet or some comparable event in which you can anticipate everybody showing up after having sent an email). Additionally, spread the news to attract registrants.
This is when having a solid event marketing strategy may help, but there isn’t a one-size-fits-all approach. Certain events, like a monthly local farmers market, might profit from a plan that focuses primarily on local alliances and SEO (search engine optimization), while others, like an investor meeting, may necessitate an ad-heavy campaign that handles the majority of the legwork on social networks.
Keep in mind that while marketing is almost always necessary, developing successful promotional strategies is harder.
8. Create a step-by-step agenda for your D-day
Ensure that you’ve produced the publications, audio recordings, and video files, contacted all the necessary visitors, and explained to the attendees how to reach the venue. Verify that everybody is aware of their duties and obligations and that the venue is prepared. You can make a list for this reason.
On the morning of your event, create a similar checklist to ensure that all is in order, functional, and completed on schedule. Ensure to take prints of the schedule and provide copies to all team members and the community. Give everybody access to the primary contact number so they can call each other in case of a crisis.
9. Collect feedback to measure the success of your event!
After the event, you’ll undoubtedly be exhausted and delighted, but it’ll be challenging to provide an unbiased evaluation of how everything went.
Request attendees to submit an assessment report in person or electronically after the session. This will help you evaluate several facets of the program, including the presenters, settings, and the planners’ efforts. You may increase the caliber of your activities and prevent blunders hereafter with the use of this data. If at all feasible, ask for feedback on social media or take video reviews after an occasion. This will be useful when your activity is recreated.
Final thoughts
The success of an event lies in careful planning, execution, and providing absolute value to your target audience.
We know for sure it’s not an easy task but the 9 tips above will definitely prove to be useful when you’re planning your next event.
