When having an event it is always our expectation that things will kickoff well and end on a better note. However, this is not always the case. In some instances, you may find a few curveballs that may deter the event’s smooth progress. This is why it is very important to plan ahead for the event and have everything in place.
When planning an event you need to keep in mind what kind of event it is. This could either be an internal event or external event. An internal event includes award ceremonies, holiday parties and charity functions which generally involve the staff of the company. An external event would be client appreciation events and seminars/workshops which is generally geared towards the customers of this company.
Tips for Planning a Successful Event
- Have a clear blueprint of your event
Understand the purpose of your event. What is the event all about and what do you hope to achieve with it. This is the best way to start in order to get all the other things aligned with this objective.
Have a set budget. It is very important that you decide on how much you are planning to use for the event. Once that is done, take time to allocate a set amount of money to each area. This is the best way to ensure that you don’t go overboard when sourcing things for the event.
Also, who would your ideal attendee be? Get clear on this and make a wishlist of people you’d want to attend. Make sure you also work up the maximum number of people that will attend the event. With this, you will be in a better position when it comes to sending out invites.
- Choose your team right
You can’t do everything by yourself if so then the event will not be as successful. Remember to ask for help and delegate the tasks that can be done better by someone else. With this, you need to take time to hire speakers, co-host, and chefs.
Since you already have a rough idea of how many people would turn up, it is very important that you have enough food, snacks, and drinks. With New York city events you just can’t disappoint the guests because they have high expectations and you have to meet them. Have a chef who understands the needs of your event and let him/ her deliver the best for you.
- Get the location, date and time right
Knowing the number of people who will be attending the event, you can be able to look for halls that can accommodate that number. Make sure the location is strategically located and can easily be found by your guests. Also, ensure it has ample parking and won’t be a problem for your guests.
Research the best dates to hold your event to ensure you don’t collide with other events near you. This is to ensure you don’t put your guests in a position of either choosing one event or the other. Make sure the timing is right especially when the guests are free and not working.
- Market your event
Get your event in front of the right people. People who will be interested in what you plan to achieve. This can be done by advertising through social media, mainstream media or by putting up flyers and posters in places where your ideal guest would hang out. This kind of targeted marketing will ensure your event is filled with like-minded people.
When crafting your marketing copy, make sure to include an RSVP contact. This will help you gauge how many people will be attending the event in actuality. Which will, in turn, help you make adjustments to any excess or limited services you may have ordered.
- Carry out a final check 24 hours before the event
Make sure your location is still available and well equipped for the event. Also, have a check on all the sound systems and the people in your team. Let them know exactly what you expect from them and allow them to do their best.
Make sure to print your event programme and let each member of your team have a copy. This will ensure they know what should be happening at all times and ensure they are ready when called upon.
- Follow up and get feedback
When hosting such events it is mainly aimed at attracting new clients. During the event, you may be able to make some sales and get your products going. However, there are those people who won’t be able to buy on that day but would want to later. So it is important for you to have a follow-up plan and get the contacts of your attendees. Get to inquire and let them know how they’ll get their hands on your products.
It is also important to get feedback on how the event was and be corrected on where you might have failed. This will ensure you do better next time and have a better time planning your next event.
Planning an event is not as easy as it may sound. A lot goes into it and even with all the planning, the event may still experience some hiccups. Just simply take your time and do the best you can and learn from all the mistakes that you may make.
Remember to always delegate what you can to ensure you pay more attention to details. Also, take some time after the event and getting feedback to evaluate everything that happened. Sit down with your team and take a look at what worked and what did not. Acknowledge everyone’s efforts and strive to do better next time.