Are you planning your first corporate event?
80% of the event management personnel claim that they are able to create a more meaningful experience than they were able to do two to three years back.
Events are fun to plan but execution can become a serious thaw in the management. There are certain do’s and don’ts in the event management process for effective consideration.
But the question is — what does it take to execute an event flawlessly?
In this article, we will discuss the eight essential steps to execute an event flawlessly.
8-Step Guide to planning a successful event
Planning a corporate or personal event can be overwhelming for the first time. Breaking down the plan into effective steps will help to manage the tasks efficiently.
Without any further ado, let’s get started.
Set the goals and timelines
The goal of the event needs to be clear in the mind of planners. Before moving further into it, consult with respective individuals about why to host it!
Do you desire to increase the existing customer base?
Desiring to enhance the sales revenue or educate customers with updates?
A quick discussion with the event planners and other members will help expand your goal to entertain people. An event is the engagement goal that is targeting leads at the top of the funnel.
It is important to set the timelines for the event and thus analyze the time needed to set up all things and do the invitations. The research activity will help you find the recent happenings in the industry and the desired forms of events.
What is the best nearby location to arrange the event?
What are the latest trends in event management sessions?
Which are the event managers with good experience in event management?
You need to be clear about the event date and thus be ready to do everything else without burning out. It is the planning phase that includes a lot of discussion related to the event and its application.
1. Establish the right budget for an event
The second most vital step in the event management process is the establishment of budgets. Figure out how you’re planning to pay for the fun stuff at the event and it includes all other expenses.
It’s vital to allocate the resources correctly and pay effectively for the hosted event. Once the budgets are set, it becomes easier to plan things accordingly. Take some help from event management experts to do the planning rightly.
Here are a few things you need to consider for the event:
- Logistics of the event — length, staff, size, venue and staff
- Software requirements — ranging from the necessary digital signage to other event management software
- Necessary equipment to provide the desired experience — A/V equipment, decorations, and catering
- Other amenities such as wellness offerings, dog adoptions, and more
- Any other additional expenses
Once the cost analysis of the event is complete, it will be all about making a business case for the money investment.
Find the right sources to arrange the relevant budgets and come up with effective plans to incorporate the budgets.
2. Search for the right venue
What’s the size of the event or have you selected the city for hosting the event?
It’ll be less of a concern if you’re throwing a smaller party or arranging a local event. Plan the event that is easily accessible to guests and attendees on your list.
Selecting the right venue for the event is one of the vital tasks and do it at the initial stages. Shortlist a couple of locations for the event based on specification and then, take the final call based on availability.
A few important questions that you need to ask the vendor before the final booking of the venue include:
How large is the venue spot?
How close is the venue to the airport and hotel?
What’s the security policy of the place?
What are the amenities available at the venue?
Have you finalized a deal with a catering company?
3. Select the relevant technology
Selecting the relevant technology is very important to successfully run an event.
Modern-day event management needs to tackle multiple activities at one instance and thus the event management software comes to the rescue.
Select a staff scheduling software for events to make your event planning easy and effective. When you use the right staff scheduling software, you can:
- Schedule dates and places
- Track time
- Manage timesheets
- Ensure effective communication
The best part about using a staff scheduling software is that it helps you:
- Create effective schedules that will take care of your employees’ work-life balance
- Get more done in much lesser time by creating schedules and communicating changes
- Reduce lateness and absenteeism by accessing the online schedule and attendance reminders
Besides a staff scheduling software, you might also want to consider the following tools:
- An event booking software for tickets, promotion events and payments
- A web streaming software for live streaming of the events
- Mobile event apps for an elevated experience for the users
- Email marketing and social media management software for marketing and promotion-related activities
- Digital signage for displays and signs at the event
Before you make a final purchase, make sure to check out the features of these software and the online reviews to make the right decision.
If you desire to use multiple tools, it is critical to integrate all of them at one time! It ensures a seamless user experience and smoother event management.
1. Find the right vendors and partners
You need helping hands to run and execute the event flawlessly. Vendors can make your job easier by helping out with different activities.
Depending on the choice of your venue, you might also land up a special discount or offer while hiring a vendor or a partner. If you can bring in third-party vendors, then make sure to secure the best deal. If you are not allowed to bring in third party vendors, check for special offers on using in house resources.
Check the availability of transportation and wellness offerings at the venue other than catering and decoration.
Look for suitable partners that can assist you with the arrangement of funds and thus ensure swift organizing of events. Combine the resources to cut down on costs related to event management and make the occasion a hit among guests!
2. Finalize the minute details for the event
What’re the activities for the event?
What will the guests do for a couple of hours during the event?
What’s going to get the guests excited about the event?
These are some of the questions you need to consider and come up with suitable answers after having a consultation with the professionals.
Check the list of attendees and plan the event as per the choice of guests.
Check the food prepared for the event and the things everyone will be focusing on during the event.
In case of a corporate event, then it is vital to tap into the main points and find relevant professionals for the occasion.
3. Develop a relevant marketing campaign
It is about letting the guests and people know about the event and its host. The strategy needs to base on online and offline promotions through multiple channels.
A successful event marketing campaign is drawing the attention of all and gets the relevant attendees to the event. The understanding of resources is a crucial aspect and the need to set the right budgets to drive the strategy.
How to make event marketing successful? Let us look at some of the strategies –
- Develop and share social media posts related to the event.
- Contact the local promoter with marketing skills to spread the details in the area.
- Go live on different forums for event promotions.
- Create pop-up and landing pages to highlight the event details.
- Promote the features of the event through banners and flyers.
- Ignite FOMO – Fear Of Missing Out.
4. Prepare a plan to develop a relationship with attendees
An event is always the opportunity to build a relationship with attendees.
Lay the groundwork for a strong relationship in the organization or company through effective communication in the event. It is also about sending the invitation to guests in a manner that interests their imagination.
Make use of campaigns to forward the message to effective channels. Plan the setup of the event in a way that suits your needs and thus provides time for fruitful communication.
Talk with an event planner to build a relative environment to ensure top-level communication with guests. You’re ready now to host the event and make it a success story!
All the above-mentioned steps are crucial to planning and management of the event successfully.
A discussion with the event management will help understand the steps better and implement them accurately.
The planning for an event needs to be full-proof so that the attendees get the best feel of the moment.
What would you do differently to execute an event? Comment below and let us know your thoughts.