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HOW TO ORGANIZE A SUCCESSFUL EVENT?
May 28, 2019
Organizing an event in a thoughtful and structured way will save you a lot of time.
Step 1: Set goals
Knowing why you're planning an event is probably just as important as how you organize it.
"Why do I organize an event? What is the goal? These questions form the foundation of your project. Once you know how to answer these questions clearly, it will prove that you are on the right track and can move on to the next step.
Use the SMART rule (Specific, Measurable, Ambitious, Realistic, Temporal)
Specific: Try to define your goals as accurately as possible
Measurable: Your goals must be measurable, make sure you can check what you plan
Ambitious: Be ambitious, maybe some of your goals will be hard to reach, but that doesn’t mean they are not achievable.
Realistic: Your goals must be achievable, so stay realistic while not forgetting a touch of ambition
Temporal: The key to a successful event: planning. Try to set a date for everything you plan to do.
Step 2: Define the target group
Here is a list of questions to ask yourself to determine who will you invite to your event.
1) Which people match my goals?
2) People inside the company or external?
3) How to contact the chosen targets?
4) What do you expect from your guests?
5) How many people do you want to invite?
Step 3: Define and manage the budget
How to establish the budget? How to distribute it? These are some questions you will have to look into?
1) Forecast your total budget
There are several ways to forecast your total budget, for example do you base yourself on an imposed budget and should you organize your event according to this one, or do you plan your event first and then see how much it is? will it cost?
2) Plan your budget
Here is a list of the elements that must absolutely appear in your budget, obviously it is not exhaustive.
- Item: This groups all the individual items you want to budget. You have to visualize all of your event and write down everything that can cost money. It is fundamental to separate each element and not to group them together or even by category (eg music).
- Volume needed
- Estimated Cost: Try to find an order of magnitude so that you get an idea of your budget
- Real cost: This information will be valuable for the organization of an upcoming event.
Also plan an envelope in case the budget is exceeded!
Have you thought about sponsorship?
Finding sponsors for an event always pays off, even if it takes a lot of effort.
Be sure to build a convincing sponsorship file and especially target companies corresponding to your field of activity.
Step 4: When to organize your event?
1) Check the schedule of your competitors
Make sure you do not choose the same date as your competitor for the same audience.
2) Also watch for other events
If events that interest your target group are also organized on a specific day do not opt for this day either.
3) Avoid the holidays
4) Inquire with your suppliers
Your suppliers also know their peaks of activity, periods when their availability is limited. Check out which is the busiest period of your main suppliers.
5) Stay away from rush hour
Make sure your event does not start in the middle of the morning or evening rush hours.
Step 5: The choice of place
The place where you organize your event contributes to the unobstructed image. It is therefore important to study as many different options as possible and evaluate the advantages and disadvantages of each.
Step 6: The restoration
Maybe the venue of your event is taking care of all the catering maybe it is not. Do not panic here are some tips.
1) Depending on your budget choose between a professional restaurateur or a local caterer
2) Make sure that the restoration is adapted to the style of your event
3) Determine what you need: breakfast, brunch, dinner, with or without service? Decide what you need based on the type of event and your budget.
Pay attention to the dietary requirements of your guests
Here are the latest trends in terms of restoration:
- Grab & Go: trendy food trucks offering the most amazing food on the go Sony at the top
- Bistronomy: Tasty and above all pragmatic cuisine
- Smart Menu: The principle is that all that is served during the event is beneficial to the health of individuals.
Step 7: Make your event known
Here are some tips to make your event known while avoiding big expenses
• A website dedicated to your event
- You can choose to create a web page dedicated to your event or create a section on the current site of your company. This will help you to gather all the information but it is also from this page that participants will be able to register and buy their tickets.
- Make your site attractive and clearly mention the place, date and subject but also the expected audience and the eventual dress code.
- The main element to add on the page is the "Register Now" button. It must be widely visible so that it is obvious.
Invitations by email or mail?
- A paper invitation has more cachet and will bring more body to your event. However, if your budget is tight the choice of email will be more reasonable.
- Made concise and clear
Send your invitation on the weekend. Most people read their emails at this time.
Do not limit yourself to a mail without falling into spam.
• Do not forget social networks
- Create a specific # for your event that you will use in each communication
Do not forget to integrate the link of the web page of your event on your social networks
Once the participant has registered, you can offer him to share his registration on his own social networks
• During your event
- It’s time to take pictures and videos and post them on social networks.
Tagging as many people as possible is the easiest and fastest way to get "like" and share.
• After your event
- It is important to send thanks
- Post photos again and again
- Share everything related to the event
Step 8: The D day
1) Describe as thoroughly as possible everything that needs to be done at each moment, and by whom.
2) Determine clearly with your colleagues the responsibilities of each one.
3) Make a briefing as structured and as synthetic as possible.
Step 9 : Review of the event
Take stock of your feelings
- Establish the total cost of your event
- Check if all registrants were present
- Reap all the advantages but also disadvantages of the place, the services
2. Collect the opinion of your participants (what did you think of the place, the restoration, ...)
We hope this article will help you and that it will be useful when organizing your next event!
Please write a comment to let us know how you got on and if you would like us to organise a millinery Event for you please get in touch.