Planners of professional events — prepare for a smooth return to work

Planners of professional events — prepare for a smooth return to work

The end of the sum­mer hol­i­days is approach­ing slow­ly but sure­ly. To approach return­ing to work with opti­mal prepa­ra­tion, what could be bet­ter than a lit­tle read­ing? We have every­thing you need to gen­tly immerse your­self in the organ­i­sa­tion of your pro­fes­sion­al events — whether you organ­ise after­work events, con­fer­ences, fairs, trade shows or exhi­bi­tions. Reflect on the past 12 months, con­sid­er your strengths and weak­ness­es and dis­cov­er what you need to fine-tune them.

Con­tents

  1. Sched­ule with great care
  2. Set the right price
  3. A tidy bud­get
  4. Excit­ing speak­ers
  5. THE per­fect date
  6. Tick­et­ing is your new friend
  7. A check­list to organ­ise a trade show

1. Schedule with great care

The ear­li­er you pre­pare your sched­ule, the more you can spread out your tasks over time. This will pre­vent you from end­ing up rush­ing things at the last minute. The impor­tant thing when cre­at­ing your event plan­ning sched­ule is to start from the final dead­line, i.e. the date of the event. Than move back­wards to plan the tasks that need to be done right before the event so that it can run smooth­ly — e.g. brief­ing secu­ri­ty staff for instance. Then keep going until you have reached the first steps of your plan­ning. Ask your­self the fol­low­ing ques­tion: which task must be com­plet­ed before I can com­plete the next one and how long will it take?

At the end of this process, you will have an idea of how long your event plan­ning will take. Opti­mise the time required for each task but remain real­is­tic. Your assess­ment must be close to real­i­ty even if there will inevitably be some sur­pris­es.

Regard­less of the for­mat your event sched­ule takes — Excel spread­sheet, Google Sheets, spe­cial­ist soft­ware — the impor­tant thing is to fol­low this back­wards sched­ul­ing method.

2. Set the right price

What did your par­tic­i­pants think of your tick­et prices last year? Have you kept their com­ments on a doc­u­ment? It’s almost time to get back to work but you still have some time to take a step back and con­sid­er your events’ prices. Ask your­self the fol­low­ing ques­tions: :

  • Is my event inter­est­ing enough for me to raise prices?
  • If I low­er the prices to attract more peo­ple, won’t they feel that the event is less inter­est­ing than last year?
  • Would it make sense to low­er the price of tick­ets to sell more prod­ucts dur­ing the event?

Many aspects have an impact on the price. This arti­cle can help you get a clear­er view: How to set the tick­et price for your event?.

3. A tidy budget

What could be more com­fort­able than to think about your bud­get when you are not yet in a hur­ry due to the time and demands around you? Review your bud­get from last year, analyse your rev­enues and expens­es, and start plan­ning your bud­get for the com­ing year. Read our arti­cle on the basic rules for bud­get­ing your event to make sure you don’t for­get any­thing.

4. Exciting speakers

The peo­ple like­ly to speak at your events are prob­a­bly on hol­i­day or at least in an open and warm state of mind. This is the per­fect time to invite them to speak at your events. If it is not nec­es­sar­i­ly their habit, they may be less famil­iar with the exer­cise, but their expe­ri­ence and sto­ries will be no less excit­ing. They will also be in a bet­ter posi­tion to accept new chal­lenges dur­ing this slow peri­od. Offer them top­ics that are dif­fer­ent from the ordi­nary, that allow them to con­sid­er the start of the school year with new pro­fes­sion­al and per­son­al goals.

5. THE perfect date

Choos­ing the per­fect date for your event is always a headache. So, take the time to observe all the oth­er events and exter­nal­i­ties that could dis­rupt your plan­ning depend­ing on the date cho­sen. By chance — or not — we wrote an arti­cle enti­tled How to choose the right date for your event — This is too good an oppor­tu­ni­ty for you to miss.

6. Ticketing is your new friend

Try­ing a new online tick­et­ing solu­tion is eas­i­er when you can take your time. Dis­cov­er each fea­ture, test things, find out about the pos­si­bil­i­ties offered to you. You have plen­ty of time to become a tick­et­ing expert, at your own pace. It’s the hol­i­days, after all!

7. A checklist to organise a trade show

Are you organ­is­ing a trade show? Read our check­list to suc­cess­ful­ly organ­ise a trade show. An essen­tial to keep with you at all times. An over­sight is quick to hap­pen, but it is now a thing of the past..

We could talk to you about organ­is­ing pro­fes­sion­al events for hours, but there comes a time when you have to take action. Dis­cov­er all the fea­tures of our online tick­et­ing and reg­is­tra­tion, access con­trol and cash­less pay­ment solu­tions by click­ing below:

Organ­ise a pro­fes­sion­al event

Share this article

How to plan a business cocktail party

Do you plan to organise a professional event? A moment to network with existing or potential clients or partners, to increase their loyalty or convince them to work with you? A cocktail party is a great opportunity to network with a select number of people. You can create a unique event that brings people together over drinks and canapés.

Read the article

7 pieces of advice to organise a trade show

Organising a trade show is an exciting adventure, but it can also be difficult if you lack the required event planning skills. Without good planning, adequate resources and proactive management, your professional event can become an operational and marketing nightmare for you, your partners and participants alike. Here are our 7 pieces of advice to organise a successful trade show and make it a total success!

Read the article