10 Tips to Organise a Successful Event

Organising an event is not an easy task, but taking into account some essential issues you can carry it out without risk, reducing unforeseen events and maximising your investment.
Whether the event is aimed primarily at your collaborators, your clients, or other influencers, let's review some details that, if not taken into account, can make it fail:

To organise an event, it is essential to be clear about the following guidelines: what do you want to achieve in the event? What objectives are pursued by organising it: promote, entertain, surprise, train? Broadly speaking, the most common objectives are: brand image, customer loyalty, attracting new potential customers, employee motivation, networking with suppliers and allies.

The planning or design of an event not only has to do with the visual, the brand material and the theme chosen, but also covers other things of equal importance such as logistics, assembly time, arrival times, activities, etc. The success of the event will depend on the design or organisation. The work comprises two fundamental aspects. On the one hand, the choice, planning, assignment, execution and control of the tasks prior to the event. On the other hand, the design of the agenda of the day, with its corresponding tasks, alternatives and responsibilities. It is highly recommended to sketch (draft) how the event will be. It will be essential to have solutions for unexpected incidents. Always have a Plan B.

If you do not have an annual or semi-annual plan of events, one of the first aspects to consider is the date. Although it seems easy, there are many items to consider when we have to select a date: holidays, special dates, events organised by the competition or that the same guests will attend, etc. In addition, an event organised with time will allow us to find without much trouble a venue with a good price / quality ratio.

The venue
You need to take into account several details that might appear minor, but in reality, they are not. For example: the dimensions of the space, the elements of signaling / branding to be placed in it, access, parking, what to do if there is rain (if outdoor event). There are thousands of expected variables, but if we do not consider them, they can give us several headaches, such as access, schedules and transit, the service space for personnel, alternatives to climatic variations, etc.

There are different options of menus that will depend on the schedule in which our activity is carried out. If we do it with lunch or cocktails, an important detail is to take into account the food that will be offered and to provide vegetarian menus (or suitable for celiacs). If, however, we offer a breakfast or coffee service, logically it is much simpler. Another central aspect is the moment in which to serve food and / or refreshments. When carrying out an activity or giving information about the company, it is clear that in those central moments attendees should not be hungry, or distracted by food.

Audio visual equipment
Depending on the purpose of your event, outline specifications for the necessary audio systems, presentation screens, projectors, lighting, etc. If in doubt, seek expert input, for example, from the specialist at who offer a wide range of event-related audio visual services.

Branding-material to be delivered
It is very important to have a strategy of communication and dissemination. This is surely one of the main objectives of the event. Whether it is the launch of a product, the need to retain customers, or celebrate an important milestone for the company, the important thing is to keep it in mind when defining synergy and coherence in the setting and gifts for participants.

It is essential to make a summary in which all expected items are included, a brief description and the assigned values. It is also advisable to separate an extra 15/20% for unforeseen expenses.

We must also keep in mind some indicators to evaluate if the event was successful.
Having these points in mind, will mean any potential drawbacks are significantly reduced and, therefore, increase the chances that your investment in the event will be reflected in the success of your company.

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