The Event Planning Survival Handbook

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Event Planning  

Event planning is no walk in the park. The period before the event is a frantic frenzied storm that sweeps over your calendar causing sleepless nights and excited anticipation. However perilous the journey in event planning is, after putting on a successful event the calm ensues and the sense of achievement is insurmountable. Before you start planning your event here a few words of caution on what trips and stumbles you may face and how to avoid them.

Navigate your event with ROI in mind: 

You want this event to be a revenue generator, not an expense, so start by setting a budget. Your event will be designed around this and will also help you to project your goals and expected return. Set aside some extra budget so you can pay for unexpected costs that may arise.

Stay organised:

Lack of organisation will be like a journey down Niagara Falls – you think you’re heading the right way on a tranquil stream until you reach the edge of a menacing waterfall.

Figure out when to start planning and map out your event not just weeks in advance, but in months or even a year to ensure you’re smooth sailing in the right direction. Jot down every single detail, delegate responsibilities to your team so everyone knows what their tasks are and anticipate any mishaps that may happen so you can be prepared if they do happen.

A good tip for a smoothly run event is hiring event staff to assist with aspects of your event like serving drinks and food, greeting guests, promoting your product, etc.

Safety in numbers:

The number of attendees is also a metric for measuring the success of your event. Filling your venue to capacity will energise the atmosphere so your guests will feel like they’ve attended a valuable event. As well as disorganization, a half-empty venue is a deterrent for guests returning the next time.

Gathering enough people to attend is a challenge in itself so consider highly targeted promotion which is advantageous as your event will appeal to a niche audience. Think about it from your guest’s point of view and give them the purpose that they’re looking for: Would they achieve new skills or insights in their industry? Is this an opportunity to widen their social network?

Start your promotion in advance to give enough time for interested guests to put it in their calendar and send reminders nearer the time through phone, email or social media. Including an itinerary will inform guests what they can expect from your event. Make it easy for people to register by attaching a “register” or “buy” button on the invitation so you can measure in real-time how many people plan to attend.

Arriving at your event shouldn’t be a treasure hunt so provide a map with directions, local transport routes and parking facilities. If guests need additional information it must be easy for them to contact you and get the answer when they need it.

Memorise your route to a successful event so you can return to it next time:

Measure your event with quantifiable metrics and not just the number of attendees. Depending on your industry you may have other metrics to measure, but think about what your guests’ participation has been since that event? For example if you are a supplier have you seen an increase in enquiries for your products since then? Use these results to help you plan for future events and guarantee attendees to return.

After the event re-group your planning team to assess how the event actually went. Did you achieve your goals? Remember any failures too so you can avoid it next time.

Want to hire event staff to help your next event be a success? LOLA Event Staffing provides some of the most professional and reliable event staff in the industry. Find out more about what LOLA can do for you here.

 

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