The team here at Consortium love an event – be it networking events, a monthly client breakfast seminar or a one-off launch event, there’s nothing quite like the build up to an event and the satisfaction of seeing it all come together on the day.
Here we’ve collated our top five event planning tips:
1. Write and refine the event brief
- Clearly define what you are trying to achieve by putting on the event
- Identify the profile of attendees you are looking to attract
- What will they gain from attending your event? Is the purpose to entertain your main clients, to educate them, to introduce a new service…?
- How many attendees are you looking for? If it’s a chargeable event how many attendees do you need to attract to make the event worthwhile?
- What will the format be? We find that most events these days work best with an element of networking
- How will attendees book their spaces
2. Choose a venue you trust
Where you hold your event plays a vital role in its success. Venues could be anywhere from your offices, to a dedicated conference venue or hotel, to a more informal café or restaurant. Make sure the venue works for your attendees in terms of location, parking, ease of access, and that its vibe reflects your brand. Ensure there are provisions for food and beverages, even if you do not include it as part of the event.
3. Have a plan B, always!
Things don’t always go to plan, unfortunately. Having contingency plans for various scenarios will help you stress less on the day. Make sure you know about basic safety measures like fire exits and first aid provisions in the venue. How would you deal with additional people turning up on the day? What if the AV goes down or the speaker forgets his/her power point presentation?
4. Think on your feet
It’s impossible to cover every eventuality, especially when things happen that are outside of your control. Having a responsible individual who can remain calm under pressure and has excellent problem-solving skills will prevent situations getting out of control. The reality is that there is a solution to pretty much every problem, you just need the right individual on site to find that solution quickly.
5. Evaluate and improve
Pro-actively ask your attendees for feedback after the event, taking on board and responding to any constructive feedback. If it’s a recurring event why not keep those who provided feedback up to date with the changes you have made as a result? Find out what other topics or events your attendees might be interested in.
If you would like us to take the hassle out of organising your next, have a look at our event marketing solutions. We would be delighted to hear from you.