A successful event will give your organisation a boost to its credibility, enhances your image, and increases sales. Planning an event, no matter what size, can be exciting, but it is also time consuming. You can’t afford to overlook any detail. Trying to fit event management into an already busy day can be a recipe for disaster. You don’t want your event remembered for all the wrong reasons. Your reputation will hang on how successful your event is.
Here are some tips to help you.
- Every event should have a purpose. Ask yourself what do I want to achieve from this event? How does it tie into my organisation’s objectives? Will I be able to measure its success or otherwise? Events are costly in time and money, so the rewards must be worth it.
- Set a date, but give yourself plenty of time for planning. Six to 12 months is the best time frame for large events. But even smaller events need time to organise. So be kind to yourself. Ensure you have plenty of time and your stress levels will be greatly reduced as a result.
- Tailor the event to your organisation. Think about your prospective audience. Ask yourself:
- Who are they?
- Why will they care about this event?
- What is it they need that I am trying to satisfy?
- What do I want them to do by coming to the event or after it is over (for example buy more product)?
- With the above in mind decide on the type of event you want:
- a cocktail party
- trade show
- anything in between.
- Now you need to create a master plan. This is where you write down everything that needs to be done to bring your event to life. This includes:
- Selecting a venue.
- Deciding on catering (if alcohol is to be served, do you need a licence?)
- Will you have speakers and/or presenters? You should book them
- Will you have activities or entertainment?
- How will you promote your event?
- What will it cost your participants and how will they register*
- Will you have sponsorship. Start working on this
- Who is going to do what and by what date.
- With this plan you are ready to establish a budget.
- You will need to have a tracking system for all this work to ensure it actually gets done and on time.
*You can download event management software that will take some of the pain out of organising an event, including taking registrations and payments. Click here to get a recent article on The Top 12 Free and Open Source Management Software.
For further advice and help contact me. I will be happy to assist.