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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