Events are an important way of promoting your company image, improving company morale, and to keep relationships happy between the company and established customers. For some, events can be seen as an easy task, whereas for others it is a more daunting issue. Read on to discover what really goes into planning an event.
Developing Event Objectives
The first step is to decide what are your objectives and goals are for this event. Ask yourself, what are you hoping to achieve from organizing this event—raising awareness for your brand, finding new leads, improving sales?
Establishing a Team
No one person is able to organize an event all by themselves, especially when it is a larger one. Therefore, you need to create a team to handle all the tasks that need to be completed. There should be one Principal Event Manager, and then you can break the rest of the tasks down into smaller groups so your team members can easily concentrate on a certain aspect of the event, such as: sponsorship, publicity, entertainment, speakers, venue management, and volunteer management.
Organizing the Date
Events take a long time to plan, so you should give yourself enough time to organize everything. Some companies take up to a year, whereas others just a few months. You need to check the date with your main participants such as presenters or speakers, as well as being aware of important holidays—including school holidays, religious holidays, and statutory holidays.
Branding Your Event
With so many companies competing for attention, it is important that yours stands out from the rest. Decide on a dynamic and compelling theme, and choose the name of it wisely— since names can grab a lot of attention, particularly for getting media to cover your event. Work out what makes your event stand out from the other events in your industry. Create a logo and tagline, as these will go on to represent the event.
Creating a Master Plan
The Master Plan is the plan that you look at to ensure everyone knows what they are doing. It should have all the details for important things such as: volunteer management, partner management, registration (including payments and tracking), promotion (online and off-line), entertainment and activities, presenters and speakers, catering and logistics, and venue management.
Finding Sponsors and Partnerships
A good part of event planning is spent on establishing sponsorship and partnership with organizations to help with the costs and enhance possible participation. Having more sponsors will help to spread the word about the event, increasing its likelihood of success. Corporate sponsors can also help with funding the events, with local businesses offering services or goods as prizes and silent auctions.
Promoting Your Event
You can have the best presenters and speakers booked for the event, but without promotion, who will turn up on the day? Promoting an event can start with an announcement on your website, company emails and newsletters to save the date. Encourage more people to register through social media and off-line promotional tactics. After the event, there will be thank you emails to be sent, and articles to be written about the success of your event; A good events company would handle all of these effortlessly.