Opening a new shop or new business premises is an excellent opportunity to get creative. Whether it is a simple ribbon-cutting ceremony or a special event, it is the perfect time to stand out.
Here are some tips and tricks to organise an event that people won’t forget:
Summary
1. Determine the purpose of your opening
The first step is to define the purpose of your opening. You need to understand why you are organising the opening and the purpose of this event. This will help you determine the target audience, the guests of honour and the activities you want to include.
Is it to celebrate the opening of a new building, to present a new product or launch a new service, to honour a person or organisation? Indeed, opening ceremonies are official ceremonies in which key announcements are made.
Without an effective plan of action, it will be difficult to organise your opening. There are three fundamental aspects to keep in mind when planning your event:
- You need to be 100% sure that there is a good reason for your audience to attend your opening.
- Be strategic about the date and time of your event. To attract a lot of people, it is best to organise your opening on a weekend or a weekday evening.
- Make sure you have set up a relevant system to collect contact details. The more contacts you establish during your event, the more impact your activities will have.
2. Set a budget
The most effective way to create a strategic budget is to divide the total amount you are willing to spend between specific categories such as catering, entertainment, communications for example. This will also help determine how much money you can spend on space rental or decorations.
3. Decide on the location and date of your opening
You need to choose the right space for your opening; this could be in the hall of your new business premises or in the shop you have just opened, for example. Make sure the chosen venue can accommodate the number of guests and that people can easily move around and network in small groups.
As for the date, openings are often held soon after, usually in the first week, but can also take place in the month after the launch.
4. Prepare the invitations
Prepare a guest list for your opening and send formal invitations with the date, time and location of the opening and all important information. Send the invitations well in advance so that guests can plan their attendance.
5. Plan the entertainment
Remember that maintaining the interest and attention of the guests present is fundamental at any event, as well as at an opening. Plan fun moments or offer a show that highlights your products or services. For example, you can organise a fashion show at the opening of a clothing shop. Also provide a buffet or catering service so that your guests can fully enjoy your opening.
6. Promote your opening
Promote your opening through various relevant communication channels such as:
- Social media: you can create a Facebook event and invite people to participate. Also share photos and videos on social networks to give a taste of the event and generate people’s interest.
- Posters and flyers: distribute them in public places such as malls, cafes and grocery shops. Be sure to include details such as the date, time and location of the event, as well as the programme and contact details to attend your opening.
- Local media (newspapers, radio, etc.): let them know that you are organising an opening. Provide them with information about the event and invite them to participate. This can help get media coverage and reach a wider audience.
7. After the opening
After the opening, it is important to follow up to get the most out of the event and maximise its impact. Here are some ideas:
- Thank the participants: send a thank-you email or text message to the people who attended the opening. Be sure to include photos from the event and remember the highlights.
- Share photos and videos: this can help maintain participant engagement.
- Evaluate results: measure the number of participants, engagement on social networks and return on investment. Use this information to improve the planning of future events.
- Analyse feedback: analyse participants’ comments to understand what worked and what can be improved.
Following up after your opening is essential to maximise the impact of the event and create future opportunities for your business.
Before your opening, use an online registration or ticketing system to better manage your attendees. On the day itself, our access control systems will help you ensure the safety of your attendees!
