Organizing your event can be a tricky task to complete. A lot of preparation is involved that requires time and effort, but if done correctly the result can be a huge success of your event and your goals.
Below you can find 10 basic guidelines you can follow in order to be prepared and organize an event successfully.
1.Create a clear goal for your event
Knowing what your goal is and what you want to achieve at the end of your event is the first step in order to start building and organizing it. Is it a corporate event? Do you want your audience to learn something new at the end? Do you want to engage your audience and make them spend some quality time while educating them?
2.Start planning early
Give yourself and your team enough time to search, contact and book everything that will be included in your event. Sometimes things do not go as planned, time delays might occur. In order to be prepared, you and your team should start planning early and even have a back up plan in case things don’t go as planned
3.Create your budget plan
Budgeting is one of the most important aspects of creating an event. Creating a budget plan will allow you to have a clear view on where your budget is allocated and how much of it will be spend on each part of the event. Start with your total budget and then decide what part of it will be directed to different parts, but always leave some available budget in case something unexpected occurs.
4.Find the perfect date and venue
Based on your goals and objectives of the event, find the suitable venue that will amplify the experience you want to provide to your audience. Make sure that the date you have chosen is also suitable for your participants and people will be available to attend. It is always suggested to have a back up plan in terms of the venue and or the date of the event in case something doesn’t work.
In case you have a team to assist you organizing your event, assign tasks to them in order to have things ready as early as possible, allowing you more time to organize and prevent any last-minute issues. Make sure to keep yourself informed on the process and keep the organizing of your event on track.
6.Communicate your event
Even if you have an exciting event prepared with high quality content and recognisable speakers, communication is always important. Start informing your clients or colleagues, people who will be interested in the event and you have their contact details. Share it on your website, social media, send newsletters and then announce it to the public using online and offline media. Keep a consistent message in all mediums that is clear and precise on what your event is about and who should come and participate in.
7.Confirm with your providers
As the date of your event is closing in, make sure that all of your providers and suppliers are aware, and no issues appear. Double check and confirm their availability and the services you asked for in order to avoid any last-minute problems.
8.Stay on your feet
Even if you organized your event to the detail, you must always be prepared for anything unexpected. If anything occurs, stay calm and make sure your audience is enjoying themselves and you are offering them the best possible solution to their issue. Keep a positive and friendly attitude and people will appreciate it rather than be disappointed about something that didn’t worked out.
9.Thank everyone who contributed in the event
No matter the outcome, you should always send a thank you note to anyone who help you organize your event, your team, suppliers and the speakers. It is also a good opportunity to ask for recommendations on what went wrong in order to avoid doing the same mistakes in the future.
At the end of the event, the participants view point is the most important. You might miss something that they noticed, or there might was something small that impressed them, and it is valuable information for you to know. Try to contact as much as your participants as possible and ask them about the overall experience and their comments. This will help you better understand what they think is important and help you give more attention to that.
At A2V Lab, we can help you offer an extraordinary experience to your audience and organize an unforgettable event with our professional sound and lighting solutions and LED wall screens. We can offer you advice on the best available solutions based on your needs and event goals.
Contact us to learn more about our available products and services and how we can help you succeed with your task.