Are you thinking about running an event for your organisation? Holding events can provide a business with many positive opportunities, such as growth, adding value to client relationships, or launching a new product or service. However, there is a lot to think about when it comes to event planning. Here are five tips to get you started in your planning process:
1. Define your goals
The first step in planning any event is to be clear on its purpose. In other words, what outcomes do you hope to achieve? Also, what scale of activity is required to achieve the desired results?
Another consideration is who do you want to attend the event? For example, potential clients, existing clients, clients from a particular segment of your business, business owners, or members of the public? The profile of your attendees determines factors such as the venue, time of day and event format.
2. Plan for the unexpected
When running an event, there are usually last minute and unexpected setbacks. At vectorise, our job is to be invisible and run around to make sure that everything is okay and no one else is stressed. As long as you deliver to what you promised to your attendees, they won’t know that anything is amiss.
Here are some steps we take to ensure that everything runs as smoothly as possible on the day:
Do a run-through of the event in as similar conditions as possible
Check that the room is available and project your presentation slides. How is the lighting in the room? Identify any other potential problems, such as:
- Will there be sufficient signposting to the room?
- Is there enough parking?
- Are there any other potential problems that the visitors might encounter?
Mind the technology
One particular setback always seems to be around technology. Getting to the venue very early, checking the technology is working and running through presentations in advance can help to mitigate this.
No matter how strict your schedule, things can and do go wrong, sending your timings into disarray. Allow some buffer time between activities and be prepared to be flexible.
3. Communicate with your attendees before and after the event
A little communication can go a long way: plan touchpoints for before and after the event. We like to plan in meeter greeters (with name badges on).
And don’t forget to personalise your communications, for example, by using their name in the joining instructions. For an individual attending on their own, these kinds of steps can be reassuring as they then have someone to look out for.
4. Get your team on board
There is an expression that people buy from people. If your team are present at the event, there is an opportunity for them to build deeper relationships with your attendees, whether they are your clients, potential clients, or suppliers. At vectorise, we have seen teams be positively motivated and provide better customer service after connecting with their clients through an event.
5. Consider what success will look like
What will make your event a success? And how will you measure it? At vectorise, we set measures right at the beginning. In my mind, real success is about creating lasting impressions and memories for everyone involved, including the staff.
Bonus Tip: Create lasting memories
Events provide a perfect opportunity to create an experience and build a memory with your organisation at the centre of it, so make the most of it.
I hope that these tips have given you some ideas for planning your next successful event. If you are feeling a bit overwhelmed and would like some help with your event, please do get in touch to see how we can help.