Memorable event moments do not just occur. Organizing and holding them takes planning. Whether it is a seminar, conference or just a customer appreciation day, and whether you have two weeks to plan or an entire year, the success of your event is dependent on how your plan it. Here, we have selected top 12 event planning tips from experts to ensure nothing slips through the cracks.
Having an efficient work habits sets the mood and foundation for a productive event organization. Plan your days, de-clutter your desk and make time for breaks. Even a 20-second break from your computer can help cut fatigue by half. Taking care of yourself means you will have time to focus and take care of everything else. However, it is a good idea to leave part of your day free from the unexpected. Almost 44% of event organizers say the biggest barrier to productivity in an event planning process is the last minute rush.
Creating and sticking to your budget is an essential process to help avoid the red line. Use the technology at your disposal to hone in activities that bring the highest returns. Besides, include a contingency plan into your budget to cater for the unexpected. Usually, between 5-25% is a good safety fund.
Your location choice can make or break your stress level. You might settle for a nontraditional venue, which will create an unusual experience, while at the same time you want a place that is safe, trustworthy and easy to deal with. Having a venue that offers things like catering, seating and lighting can help take away the burden away from your to-do list. Additionally, having an additional technology like Wi-Fir at your perspective will only simplify your planning.
The more information you include on your initial contract contains, the lesser the chances of misunderstanding and manipulation. It applies to the contracts you create and the ones your review from your partners. Always ask for full quotes and estimates for venues and other items that you want to be included in the event planning process. Take your time to read the print up front as this may save you from some headaches in the long run.
To organize for an event, you will work with many stakeholders. From consultants to sponsors, set the expectations up front with each party and drop-dead point for any changes. Ensure you are clear with every party to help avoid any last minute changes that may occur due to oversight.
Registration or ticketing should not be a tedious process. Check in with your ticketing provider to help you sell the tickets with far less effort. Select a ticketing partner that will assist you to distribute the events on discoverable sites across the web and sell tickets right from those sites. Also, use technology to integrate other activities like email marketing to orchestrate the event.
The beauty of social media is that it helps you in marketing, but only if you enable it. It is not enough to have social media accounts. You need to seed them and have your friends help you spread the word. Create a consistent brand message, post it strategically and use each social media platform as it was intended.
Once the social media marketing campaign is up, automate it as much as you can. You can use tools like Hoot suite aggregator to schedule posts across all platforms of interest. Also, tap into your tools analytics to check how your campaigns are doing.
Apart from social media efforts, there are other plenty ways of automating your tasks. Today, there are apps for virtually everything. For instance, you can sign up for Trello for easy communication, create a task and message everyone in the entire team just by a click of the button. Or sync your sales data by integrating the ticketing technology.
Data can assist you to take away the uncertainty of marketing, sales and operation efforts. When you have numbers to back up your decision, you spend less time fretting about the choices you have made. Having an access to ROI from your marketing helps justify your spending. Additionally, having a robust data provides you with a negotiating power and assist you to analyze all your decisions.
Whatever it may be, always ensure have a contingency plan to avoid attendee backlash. A local traffic, unseasonable weather, or broken technology-all can derail an event. Just have a tactical plan in place for anything that might go wrong.
As soon as your event is over, send out a survey. The response you receive will help you hone on the efforts that will bring you higher interest returns next time. To ensure that people actually read and submit your surveys, you can offer an incentive.
While planning an event, you will want to ensure that it is the most positive and delightful experience as possible. Here are a few tips to make your event run smoothly.
A clear communication regarding the check-in process will be critical to ensure a smooth experience for all your visitors. Consider sending “how to check in” email to all the attendees before the event, so that people can be aware of what they need to enter the event.
In this age, checking into an event with paper and pen does not give a good first impression. Besides the inefficiency, it is also a reflection of your brand. You will want the attendees to feel that the event they are about to attend is worth their time and will teach them a lesson and expand their knowledge. A simple way to go paperless is to offer attendees a tablet to register.
One way to help transition digital check-in is to have an integration between EMS and check-in platform. The integration will ensure that the event registration data from your EMS is synced with the check-in software, hence making the process simple and smooth once the guests arrive.
Once the attendees have an arrived at the venue, they should know where to go to check-in and register. Organizing and having an onsite check-in flow in an intuitive and creative manner will help avoid long lines and confused attendees. In fact, there should be plenty of signage’s that designate a specific area. You need to map out the flow ahead of time and make sure all the staff members know where to direct the guests after each step.
From the moment the guests walk in, the vent has begun. Thus, the event check-in experience should be reflective of your event brand. Instead of viewing the check-in process as just a logical step, claim the process as part of the event and ensure that it is being reflected so. Making a good first impression will give you a bonus point as it will last on the attendees’ minds for the rest of the event.