The key to becoming the best event organizer is in organizing successful events in a structured and streamlined manner. No matter what level of expertize you have in organizing an event, it is always a new experience when it comes to planning a new event.
Isn’t that an ultimate step to set the goal of your event before starting with anything else? Frankly, isn’t this the most necessary step?
Discuss with your partners and team members and jot down the goals you want to achieve with the event. Your goals may be of any kind, reaping financial benefits, generating new business leads, gathering publicity, or even achieving personal marketing – be it whatever, decide on it and abide by your goal throughout the course of event organization.
Make it a point to communicate and keep your attendees informed of the goal so that they develop the right expectation.
Keeping in mind the possible expenses from start to end of the event, draft a budget (being bountiful at this phase is highly recommended!). Find appropriate sponsors and look for various ways in which you can achieve cost-cutting.
It could be that you can get a sponsor to give you their free auditorium or hall as the venue – go in and look out for ways to cost-cut initially in a manner that best suits your event needs. Jot down the important expenses you will incur for the event. This includes the expenses for rent, promotions, and marketing (online and offline), giveaways, signage, meals or snacks, equipment used for audio and video, printed materials, speakers, etc.
It is also important that you include a cushion of about 15 to 20 percent so that you cope with unforeseen scenarios where the expenses run over budget.
Plan your expenses with possible sources of funds. This may include charging the participants, looking for investors, and so on.
Selecting the right speaker is highly crucial as it greatly impacts the success rate of your event. The speaker you select must be capable of satisfactorily delivering the primary aim of the event.
To identify the right speaker, discuss with others who have already got exposure to the speaker you have in mind, or try to get a glimpse of the speaker’s previous talks through a demo video and assess how far the speaker can elevate your event.
Do not restrict yourself to topics, instead be open to wide array of topics. Remember, the audience will be interested in listening to the speaker as long as the topics discussed fall on the same thread. In other words, it’s not really necessary that the topic of choice should revolve around the core theme of the event.
Give your speakers enough information about your event, kind of attendees, etc. so that they can prepare and customize their speech accordingly. Data scientists, authors, evangelists, and founders are usually great in giving eye-opening information, facts, and perspectives simply by sharing their experiences. Such speakers can also impart knowledge about their contemporaries and make the entire session gripping and insightful for the attendees.
Well, it is obvious that the best speakers are mostly pre-booked and hence find your speaker well in advance. Also, make sure your speakers are provided with accommodation, travel and other basic needs such as wifi and charging points. Ensure their comfort throughout the course of the event.
Designing an event poster should be the first and foremost step to start marketing your event. Ensure that you poster contains all the preliminary details including event time, venue, guest speaker, VIPs, etc. In addition, design an attractive logo that portrays the core concept of the event. Including a tagline or caption, and fixing a color theme are added pluses.
In the age of social media, promoting an event can be truly simply if your poster is effective!However, ensure you make the best use of different media options to promote, market and reach a wide range of audience. Encompass your audience through different promotional means including SMS, email, social media posts, banners, flyers, and lot more.
Social media sites come handy for promoting an event. Use it to attract maximum attention from the target audience. Keep the engagement levels high by posting event updates at different stages of progress during the course event organization.
Communicate with your invitees as often as you can. Engage them in discussions, updates, and announcements. Give them justifying reasons to attend the event and emphasize the different ways in which they can benefit from attending your event. Update your invitees about the key speakers, sponsors and other attractive elements of the event and induce interest. There is also nothing wrong in requesting your invitees to promote your event through online and offline means – request them for promotion and enjoy getting greater reach.
As an event organizer, you certainly stand responsible for making sure the necessary travel arrangements are available– so yes, hire a team or outsource, but get it done. At the same time, be transparent with your attendees and inform them about all your hard policies like cancellation terms and conditions, videography or photography allotment, and so on. So go on, start planning your event and make it a great one!