While it may be unrealistic to think that a social gathering of any kind can run smoothly from start to end, you can make sure you are prepared for any unplanned events and mishaps. As a result, your guests will feel amazing and your proficiency as a host and organizer will be held in high regard.
Still, it’s important to keep in mind that event planning (regardless of the type of event) is a taxing endeavor that requires a handful of skills and patience. However, if you’re really interested in planning an event (or you’ve been entrusted with this task), here are a few tips to help you do a fantastic job.
Establish the Main Objectives
What do you hope to achieve by organizing this event?
The answer to this question will provide you with clear objectives and goals, which will serve as guidance during the planning period.
When you know the main objectives, you also know some of the key aspects such as:
• the target audience (who to invite)
• the type of venue to rent
• the size of the event
• the theme (to keep guests entertained)
• the main activities that should happen during the event
Plan your Approach
Once you have the key elements (mentioned above), you can start laying down the plan for the big day. This step is crucial for the success of your event and must be done in detail, taking any possible hindrance into consideration.
As you can probably guess, this task may prove a bit overwhelming, but it gets a lot easier with the right tools and team. You may want to consider using something like the Planning Pod event planning software to keep track of all the details – it’s easy to use and easy to access regardless of your location and device. Additionally, you should ask for help from a few reliable colleagues or ask management to assign a few other employees under your supervision during the planning period.
Draw a Budget
The detailed plan will help you draw a provisionary budget, which will make it easier to talk with the higher-ups and ask for funding.
Here are some of the elements that the budget should cover:
• Venue rental and parking expenses (if that’s the case)
• Food & drinks
• Accommodation for guests (if you invite speakers)
• Decor and other similar expenses
• Technical equipment and assistance
Submit a detailed budget and don’t forget to include a section for emergencies and unexpected events (you never know when something may go haywire).
Quick tip: focus on organizing an environmentally-friendly event to show everyone you are supporting our current fight with climate change.
Start the Promotion
As soon as you are sure of the venue and date, it’s time to start the word of mouth going. This step should happen before the actual marketing materials roll out so anyone who might be interested would know to keep their date free.
Once every detail is hammered down, start the official advertising of the event by sending out invites, posting on social media channels, and spreading the word in communities frequented by the target audience. If the event is of general interest in a niche, try to notify as many people as possible. Otherwise, if it’s a select event, it may be enough to send out the invites with the request to RSVP. Working with a promotional event firm can help you create a targeted marketing campaign that effectively promotes your event and reaches your desired audience.
Identify Networking Opportunities
As the one organizing the event, you have access to the list of participants and guests. This is a fantastic chance to search for networking opportunities between guests and participants, but also for your company. Therefore, make sure to make the introductions where you sense the encounter may be profitable – it is a favor not many business owners forget.