To plan a successful event, whether it be a luncheon, panel or sales meeting, you need to have good communication, organization and an open mind. Successful event execution will leave your guests with a lasting impression. Other important factors during the planning process include location and event topic.
Planning an event includes creating a strategy and identifying steps and tactics for success. You need to have an event coordinator who can constantly juggle multiple tasks.
Every time you host an event, there is always a budget to guide your planning. For smaller budgets, explore more cost-effective options and use creative thinking when utilizing your resources. Call several different venues for a wide range of prices or consider holding the event within your office to save on costs. Look at each part of your event and determine which costs can be reduced or eliminated.
As you begin planning your next event, here are some things to remember:
Communication
Whether you’re using an e-mail or print invitation, give your guests adequate time to RSVP. If you have the budget, we highly recommend a save-the-date card, allowing attendees to plan ahead. If you have a larger event, send save-the-dates notices in advance. Follow up with formal invitations six to eight weeks in advance.
It’s beneficial and helpful to give your attendees something to take home. The takeaway could simply be a one-page recap of the discussion or a small gift from the host.
How you promote your event can be crucial to its success. Determining the desirable amount of attendees will help you develop your promotion strategy.
For a wide invitation pool, consider posting the event on your website and blog with specific instructions to RSVP. Using word-of-mouth can also be a valuable tool. Start internally and share information with your employees on the event details and how people should register. Mention the event during client meetings and have a collateral piece to share with RSVP instructions.
Social media is also a great way to promote a public event. You can create an event on Facebook, designate a hashtag on Twitter to create anticipation and have guests check-in using foursquare.
Whatever your tactics, remember to drive all RSVPs to one location. By having one person managing all RSVP correspondence, the guest list will be easier to maintain and numbers will be updated more quickly.
Location
The venue is very important and needs to be large enough to accommodate your guests. Consider the available parking and its costs when selecting a venue. Do they have a garage, valet or street parking?
You should also remember your guests’ familiarity with the area of location. If the event is in an urban area and most of your attendees are suburbanites, provide them with easy-to-understand directions to the location and parking. Tell them what they can expect when they arrive, especially if the event is during rush hour.
Comfort
If your guests aren’t comfortable, they will not be able to focus on the event’s purpose. Provide enough comfortable chairs and tables for them to write during a sit-down occasion. When using PowerPoint or a projector, position the chairs so that they face the presentation.
Another part of having your guests feel comfortable is providing food and/or refreshments. You should provide drinks such as coffee, juice, water or pop. If you have a morning event, your guests will appreciate breakfast pastries. Lunch or dinner events should feature a meal or hors d’oeuvres.
Networking
When you attend an event, networking is always taking place. Some people remember faces more often than names and providing nametags that include company names will help your guests make connections and facilitate conversation.
A successful event takes a lot of coordination and practice. If you and your support team are comfortable with the content and flow of the event, you will have a smaller chance of mistakes. However, you should always plan for mistakes and develop a backup plan.
If your event is successful, your guests will want to come back for more! Happy Planning!
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