7 tips to make your event a success

7 tips to make your event a success

Cre­at­ing an event can be a long and tedious process. This is why a good organ­i­sa­tion must be in place. With the right ingre­di­ents, cre­at­ing an event will even become fun rather than feel­ing like a chore. The first thing is to change your approach: think­ing about the whole organ­i­sa­tion in advance will con­sid­er­ably reduce your sub­se­quent work­load. What­ev­er your event, the tips pro­vid­ed in this arti­cle will help you plan every step of your event in the best pos­si­ble way.

1. Understanding why you are creating this event

Before you set up the per­fect action plan to make your event a total suc­cess, you must first know all the rea­sons dri­ving you to organ­ise this event. This sen­tence may seem ridicu­lous but it is nonethe­less key. The bet­ter you have iden­ti­fied the scope or pur­pose of the event you are organ­is­ing, the high­er your chances of suc­cess. Your event may be com­mer­cial, per­son­al, pro­fes­sion­al, social, char­i­ta­ble, for-prof­it or not, and your organ­i­sa­tion process must take into account each of these char­ac­ter­is­tics. Organ­is­ing an event with a char­i­ta­ble pur­pose does not require the same actions as organ­is­ing an event with a pro­fes­sion­al or com­mer­cial goal, for example.

2. Know your audience

Once you have clear­ly set the objec­tives to achieve, you should know who you want to con­vey your mes­sage to. These are the peo­ple you want to wel­come at your event. One thing is cer­tain, you will not be able to wel­come every­one. If you do not know how to tar­get the ide­al par­tic­i­pants for your event, review your objec­tives and that should help you find your answer! Who would you like to share this knowl­edge with? Show this prod­uct to? Share your love of cook­ing with? This sen­tence is close­ly linked to the first. Once you have iden­ti­fied the tar­get audi­ence, you will need to assess the num­ber of peo­ple to invite and how to con­vince them to attend the event.

3. Make a budget forecast

Expens­es must be planned well in advance. Your bud­get fore­cast will enable you to have a clear idea of the amount you’ll need to invest in the organ­i­sa­tion of your event. To have a sol­id bud­get, you will need to have answers to 3 main con­cerns: the first is how you will estab­lish your bud­get, the sec­ond — how to allo­cate your bud­get to each action and the third is a con­tin­gency plan in case the expen­di­ture exceeds your fixed bud­get. In terms of bud­get­ing meth­ods, you can either opt for a pro­fes­sion­al one or use a sim­pler way, like a spread­sheet for instance. You will then need to divide the bud­get into dif­fer­ent parts. Final­ly, always plan a back­up, in case things do not go as planned. Solu­tions such as part­ner­ships, spon­sor­ships or tick­et sales can help low­er your costs.

4. Find an online ticketing solution

As dis­cussed above, tick­et sales can be a way to sig­nif­i­cant­ly increase the income allo­cat­ed to your event. Nev­er­the­less, this pro­ce­dure should be tak­en very seri­ous­ly and should not be neglect­ed. You have an oppor­tu­ni­ty to turn this sale into an advan­tage not only finan­cial­ly, but also in terms of mar­ket­ing. By choos­ing soft­ware that can help you man­age reg­is­tra­tions and tick­et sales, this process will become eas­i­er and more pro­fes­sion­al. This soft­ware can also be used to send reminders to your atten­dees a few days before so that no one miss­es the event. It also allows you to man­age cer­tain parts of your bud­get, there­by fur­ther light­en­ing your over­all workload.

5. Choosing the right moment

Find­ing the right moment to organ­ise your event is essen­tial. The first thing to do before set­ting a date is to check whether there is already an event of the same mag­ni­tude or on a sim­i­lar theme (to that of your event) being held at the same time as yours. If two sim­i­lar events take place at the same time, the tar­get­ed audi­ence will nec­es­sar­i­ly be the same and will have to choose between the two. So, instead of fight­ing to attract more peo­ple than the com­pe­ti­tion, it’s bet­ter to choose a dif­fer­ent date from theirs. In addi­tion, the cho­sen time must be appro­pri­ate based on the free peri­ods avail­able to your tar­get audi­ence. For exam­ple, if you are organ­is­ing a work­shop for school chil­dren, it may not be advis­able to hold it dur­ing school hours.

6. Finding the perfect venue

This is a key ele­ment to the suc­cess of an event. The cho­sen venue will play an impor­tant part in the per­cep­tion that peo­ple have of the event when leav­ing the premis­es. It must be cho­sen with care — do not rush to book the first place that catch­es your atten­tion with­out assess­ing oth­er options first. To find the per­fect venue for your event, many ele­ments need to be tak­en into account. The size of the venue must be suit­able for the num­ber of guests invit­ed. The shape and colour of the front of the build­ing are not to be neglect­ed either. To get start­ed, sev­er­al web­sites can facil­i­tate your research – you’ll only need to select the cri­te­ria that are most impor­tant to you.

7. Think about providing food & drinks

The culi­nary dimen­sion is an impor­tant one for any smooth-run­ning event. If your event’s main theme is food, greater empha­sis must of course be put on that part. The meal or snacks will not be the same depend­ing on the time of the event. You will need to con­sid­er the scope of the event, the num­ber of atten­dees, and what time the event will end. If the event is held over a long peri­od of time, organ­ise breaks for your guests to regain some ener­gy before car­ry­ing on from where they left off.

Fol­low all these tips method­i­cal­ly to make your event unfor­get­table. Remem­ber to take notes on what has worked well and not-so-well to improve plan­ning for your next events.

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