Planning an Event- have you considered …
Planning a corporate event starts early. Even before you book the venue or invite the guests, there are things to think about that could make or break an event. We’re going to ask you five questions that any events manager must answer before they plan their event. Obviously there are always more things to consider — finance, administration, logistics, etc. — but if you can answer these give questions, you might just have what it takes to organise a successful event.
1) What’s the objective?
It seems too obvious: of course your event needs to have some sort of purpose, aim or objective. The fact is, it’s very easy to get caught up in the process of organising an event so that you end up going completely off course. So, before you begin, you need to figure out the what the point of your event is, and plan around it. The format, the speakers and the activities must all contribute towards that aim, whether it’s team building, a product launch, a corporate seminar or an exhibition.
Keep this in mind as you plan to make sure your event remains focused.
2) Who is your audience?
Some events might be aimed at high-level executives, others at a broad range of employees, while others might be for a small team of people.
For the higher-ups, the event may take on a more formal, serious tone, while the small team might require something a bit fun and engaging. It also depends on the nature of the company or companies involved and the industry in which they operate. It’s vital to match the tone, format and framing of the event to the audience, so that you can engage with them on their level, otherwise you could leave them feeling bored.
3) How are you communicating?
You need to effectively communicate with both your attendees and the event staff. Consider handing out itineraries — this is especially important for the staff, who will need to be on the same schedule as you are.
Guests will need to be told when and where to go, what to expect and what to do when they get there. If you can’t communicate this information, then your event won’t run smoothly. For extra convenience, it might be wise to make use of an event management system, in order to automate your communication, or tailor it to individual guests.
This also applies to digital connections. With more and more people constantly glued to their phones, it’s vital to have a wireless internet connection set up, and to communicate the password to all your guests. Consider setting up a few charging stations as well, to make sure everyone can keep their devices switched on at all times. For a big event, you might consider a social media element as well, perhaps with its own hashtag or snapchat filter, depending on its tone and audience.
4) What kind of venue do you need?
Obviously your first consideration is size. A big event requires a big venue — this isn’t rocket science.
But, as ever, there are so many other things to think about. Do you need breakout spaces for team building? Will your event contain some sort of outside component? Do you need spaces for stalls as well as a lecture theatre? Do you need a bar or canteen? The event’s length, the size of the guest list and the kind of event you’re putting on will all necessitate a different kind of venue.
5) Do you have a checklist for event day?
You’ve planned ahead, you’ve booked the venue, you’ve invited the guests and are communicating with them. But what about the day of the event itself? All the planning in the world can’t prepare you for the stress of the big day — unless, of course, you plan for that as well.
Creating a checklist or a master plan, carefully timetabled and organised, can be vital for the success of your event. An events management system can help with that — often, systems like Eventogy will include a checklist functionality, which can make all the difference.Of course you’ll run into last minute difficulties and upsets, but if you make sure that everything is running smoothly and on time, you can even make room for these. If you’re careful and meticulous, you’ll have no trouble making the very best of your event.