Event planning is a huge industry. So much so that if you decide to do it yourself or with a few coworkers, it might seem like a daunting, impossible task.
We’re here with a few tips to make sure that your event is successful and enjoyable.
Determine Your Audience
Will your event be strictly a function for your company, or will there be outside guests? Will it be a networking opportunity or industry event in which you will invite other professionals? This will determine your guest list, marketing objectives, and other goals for the event. It is also important to have a clear purpose for the event – possibly a theme.
Set a Budget
As Projectmanager.com states, “If you haven’t defined the amount of money you’re going to spend on an event, then the event will define your costs for you.” There are many factors that go into setting a budget and vary depending on the type of event you plan on hosting. As Nonprofitpeople.monster.com says:
The budget should be specific and include revenue opportunities (sponsorship, ticket sales, donations, etc.) as well as expenses such as printing, permits, insurance, speakers, food, supplies and security. Maintain good records, keeping track of all income and expenses. Also, expect the unexpected, extra expenses will come up — so plan ahead.
Plan Ahead – Cover all Your Bases
Once you have a budget set in place, you can begin making plans, hiring entertainment, and choosing vendors. A venue might be the biggest decision to make. Once you know approximately how many people you will be hosting, a venue like Earle Brown Heritage Center will help you fill in some of the blanks, such as A/V options, food and drinks, parking and travel accommodations, and more.
Most planners agree the best way to cover all your bases is to create a comprehensive checklist. Check out this event checklist from wildapricot.com which breaks your timeline down from 4-6 months ahead of time to day-of and post event tasks.
These days, creating buzz about an event goes beyond fliers, handouts, email messages, and word-of-mouth – although, those are still very helpful venues. Online incentives, posts, and advertising are all necessary for promoting your event. Businesses primarily use LinkedIn, Facebook, and Twitter, but depending on your event, you might want to include Instagram – which is popular among younger audiences. Consider creating your own unique hashtag, something that can be used across all your platforms. Check out an older blog of ours – promoting an event on social media – for more ideas.
Follow up Right Before and After The Event
Right before the event, send a reminder to your guests to remind them when, where, and why the event is taking place. This can be an email reminder, social media post, or flier in the mail. This will keep your guests interested and excited about the event.
After your event is over, request feedback from your attendees – especially if your event is annual or will be recurring. This will help you improve on future events. Ask your guests for an email address to stay in touch or hear about future events.
At Earle Brown Heritage Center, You’ll be sure to find the perfect spaces, accommodations, and technology you will need for any event. If you are interested in hosting your next event at Earle Brown Heritage Center, request more information here.