Organizing an event? Read our 10 best tips

Whether it concerns a company outing, a conference, an open day, or a product launch: there is a lot to consider when organizing a successful business event. You aim for the event to have the desired effect on the visitors, but you also want to optimise your time and budget. If you’re gearing up to organize an event and want to make it memorable, check out these tips below!

1. Prepare well in advance

If you know the date of your event well in advance, start your preparations early. Organizing a successful event takes a lot of time and effort and there is more to it than you initially think. Feeling short on time? Consider reaching out to dedicated event planning companies or consultants for assistance. Remember, taking your time or seeking extra help can make a big difference in the outcome of your event.

2. Define the goals and target audience

Clarify your objectives and target audience. Start by answering the two key questions of what you want to achieve with the event and who do you intend to reach. Establish clear goals:

  • Strengthening the brand identity
  • Increasing brand awareness
  • Promoting products or services
  • Sharing knowledge
  • Getting in touch with (potential) customers and relations
  • Driving direct sales
  • Generating leads
  • Promoting collaboration within an organization
  • Launching new products
  • Encouraging creativity
  • Showing social responsibility

Consider converting the goals into measurable KPIs, such as the number of products sold or the number of leads from the event. In addition, create a clear profile of the target group(s) for the event. This profile can, for example, consist of age, job titles and industries, interests, personal goals and preferred communication channels.

3. Establish the budget

Estimating a budget for your event can be challenging but is a crucial step in the planning process. Therefore, make sure you have a flexible budget so that you still have some wiggle room. For example, consider an extra 5% to 10% for unforeseen expenses. Be sure to account for hidden costs in your budget planning such as taxes, service fees, permits and insurance. Throughout the event planning process, keep a close eye on your expenditures to ensure you remain within budget.

4. Embrace sustainability

Sustainability is and remains an important trend across industries, including events, as also mentioned in the event trends that you should respond to. Consider how you can make your event more sustainable. This can range from, for example, using reusable cups, separating waste with recycling stations, sustainable giveaways, to energy-efficient lighting and water-saving measures.

5. Make an overview

When you are organizing an event, a good script is indispensable. This includes, among other things:

  • An overview of the goals and target group of the event.
  • The contact details of all parties involved.
  • An overview of the budget for the event.
  • The timeline and program of the event.
  • Information about the location and map.
  • Technical specifications related to lighting, audio, internet connections, etc.
  • Information about catering.
  • A list of employees involved and their associated tasks.
  • Safety and emergency procedures.
  • An overview of the promotional and marketing strategies.
  • Pre-event checklists.

Make sure it is as complete as possible, so that everyone is aware of the necessary information and guidelines.

6. Increase your brand awareness

Do you want to attract more visitors to your event? Enhance your brand awareness to boost attendance! Think of fun promotions, such as handing out flyers in locations frequent to your target group. Add some nice products to give out with the fliers as sunglasses with a logo, a water bottle with printing or a printed key ring. This way the name of your event will be remembered. Check which channels your target group is most active on and ensure promotion on those. Engage them with tailored content and promotions to drive attendance.

7. Ensure easy access

Creating a smooth and welcoming entry experience is key to making a positive first impression for your event. Take practical measures as installing crowd barriers for managing queues, ensure that there are sufficient employees at the entrance to assist attendees and facilitate smooth check-ins. Provide wristbands or key cords with badges for easy identification and access. Additionally, consider implementing a separate VIP entrance and offer exclusive access.

8. Capture your event on video

Capturing your event through video not only preserves memorable moments but also serves as powerful marketing material. Share event photos and videos on social media to showcase the excitement and success of your event, attracting new audiences and encouraging future attendance. Promote user-generated content by encouraging attendees to share their photos and videos using your hashtag, expanding reach, and increasing brand visibility for future events.

9. Evaluate and improve

Once the event is over, it is important to take time to evaluate its success and areas for improvement. What went well and what could be enhanced? Start by collecting feedback from the guests using a short questionnaire emailed to them post-event. Offer a chance to win free tickets for next year’s event to provide an extra incentive to complete the survey. Analyse the response and use the input to organize the next event.

10. Show appreciation

An often-overlooked aspect of event management is expressing gratitude to everyone who contributed to its success. Take the time to thank your team and partners by celebrating together after the event. Organize an after-event and give everyone a nice present to show appreciation. This can vary from a umbrella with logo, a goodie bag with nice items or a gift voucher.

Need more inspiration for organizing your event? Read the following articles:

By | 2024-05-21T10:50:22+00:00 21 May 2024|