When you are at the venue, you never know what might happen, because despite the long months of meetings, plans and deadlines, unexpected moments arise that you cannot even imagine. So event organizers or event management will help you with your event planning. No wonder there are so many event management agencies that are helping with corporate events, which is so difficult for doing alone.
So we have highlighted some advice to help you to organize events like a professional.
Define goals and format.
Although it may appear self-evident, this question should be treated with caution. Formulate the purpose as precisely as possible: do you wish to impart knowledge to participants, thank partners, collect funds for a project, or provide guests with aesthetic pleasure? The following factors will influence the event’s format: concept, time and duration, team duties, hall decoration, food, and sound.
Pay attention to planning.
Consider the logistics, content, and promotion of the event as part of the plan. Create a document that is shared by the entire team and allows everyone to view each other’s tasks as well as the larger picture. Prepare a list of the main tasks first, then go over them as thoroughly as possible in the form of specific stages that must be completed. Important to specify in the plan the time required to complete the task. It is frequently undervaluing, and the preparation time is longer than you might imagine.
It is frequently undervalued, and the preparation time is longer than you might imagine.
Build a budget that takes into account unforeseen situations.
Examine your to-do list and include it in your budget. It’s also a good idea to consider having a reserve in case of unanticipated circumstances. In my practice, for example, there was a time when it began to rain on the day of an outside event. You needed to relocate quickly and carry all of the equipment and furniture. It is preferable to consider such scenarios ahead of time and budget for them.
The devil is in the details.
If you want to surprise your guests, think about everything down to the last detail: how the registration goes, who greets the participants and how they are greeting, what kind of music is played, whether you have an interesting photo corner, how your presentations are designing and the team is dressing, and what the breaks are filled with.
During registration, for example, you may offer participants the option of attending a short class, playing games, or watching informative movies.
Try to surprise people and create a wow effect, exceeding their expectations in the most ordinary things.
Check the location and think of a plan “B”.
At the time of choosing a location, make sure to personally inspect it. It could happen at any time that the air conditioner in the hall breaks down, that there is no restroom for individuals with special requirements, or that the width of the doorway prevents equipment from being brought inside. As a result, practice such situations ahead of time.
Assign responsibilities to different people.
Not just during the planning stage, but also throughout the event, it is vital to distribute tasks among team members. Divide the responsibility of people into zones. Someone is in charge of the registration area, someone is in charge of meeting speakers, someone is in charge of equipment, someone is in charge of food, someone is in charge of media contacts, and so on. Everyone should have their own zone, which must be managing at all times during the event.
Distribute a document outlining the team’s responsibilities so that everyone knows who to contact with which questions.
Tell your audience about the event.
Don’t underestimate the amount of time it takes to advertise an event successfully. Your marketing strategy will be determined by the sort of event, its target audience, internal resources, and budget. Concentrate your search for information partners on those who communicate directly with your target audience. It is preferable to have a small number of selected partners rather than informing everyone about the event.
Pay attention to service.
Be friendly to all participants, speakers, and partners. Even if you’re weary and things aren’t going as planned, try to fix their problem or answer their inquiry and exceed their expectations. People will remember how they were treating and the mood they creating in the end, not what the speaker said from the podium.
Do a final check the day before the event.
Make sure you provide directions to the event, invite all relevant visitors, and provide written materials, audio, and video content. Check that everyone understands their responsibilities and tasks and that the premises are in good working order. Make a checklist, such as this, to help you do this.
Similar checklists can be made to check for event readiness on the day of the event: is everything in place, is everything functional, and is everything running smoothly?
Make a copy of the event’s program and distribute it to all team members and volunteers. Also, give everyone the main contact numbers to contact each other or in case of emergency.
Remember, 80% of the information a person learns through the eyes. A competent color scheme is one of the best ways to ensure brand recognition and logo memorability!
Through emotions, an attitude to the product is formed at a subconscious level. It has been proven that different colors have different effects on perception. Do you want to get the most attention for your brand? Notice the red. This color is the leader in shopping motivation. No less effective is orange, which, unlike red shades, is more friendly and attractive.
The right choice of the font not only improves reading but also increases memorability. Want to make it easier to understand? Choose simple, uncomplicated fonts. Need to amplify the message? Then without serifs, you can not do. The font is able to create a mood and stimulate loyalty.
Handwritten motifs are in demand this season. This logo design will look elegant and sophisticated. The popularity of text emblems is also growing exponentially.
