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10 vital considerations when you plan your next business event

Event planning comes with the territory for many companies. Employee parties, customer appreciation days, and award ceremonies may all be important parts of your effort to build a strong brand reputation.
But too many firms attempt to pull off a business event without a solid sense of who’s coming, which foods to provide, the purpose of the event, and basically, how to pull the whole thing off. Planning a party without careful consideration of the many details could be a recipe for disaster.

To make your events successful every time, here are 10 of the essentials you’ll need to be on top of from the start.

1. Know the audience

Who’s coming to your event? Like your marketing tactics, your event planning should have a target audience clearly in mind. Knowing your audience will guide all other decisions into place as you labor to select the appropriate venue, entertainment, foods, ultimate goals, and more.

2. Make a checklist

Don’t try to plan for or launch an event without a detailed checklist. The list will remind you of all the details to cover before the party takes off. Items on your list might include food, decorations, invitations, venue options, facilities if it’s an outdoor event, and undoubtedly much more. This is how you avoid neglecting any items and simplify the delegation of tasks.

3. Have a clear purpose in mind

Most businesses don’t hold an event just for the sake of having an event. It usually has a purpose of some sort, whether that’s lead generation, brand awareness, customer retention, or employee morale. Keeping the purpose in mind throughout the planning process will ensure a much simpler yet higher-quality execution.

4. Stick to the budget

Every party must begin with a financing plan that sets the cap amount of what can be spent and estimates of the cost for various specific items. Parties can be planned on any budget, even those with extensive conditions. It just takes a little more of your time and creativity to pull it off.

5. Get people to come

A well-planned event is worthless if you can’t get people to show up. Sending an invitation may not be enough to ensure great attendance anymore, even if most of your guests RSVP. Drawing warm bodies to your event may require a detailed marketing strategy and some proactive action. Here are some of the things you can do to boost your turnout:
  • Create a Facebook event and post often to get people excited.
  • Incentivise social shares of the event to spread word-of-mouth marketing.
  • Put up signs around town if it’s a local event.
  • Post teasers on social media to get people intrigued by your event.
  • Employ hashtags to keep people talking online.
  • Purchase advertisements on social networks for larger events.
You might not be able or need to employ all of these tactics, but any of these marketing ideas is guaranteed to improve attendance at your event.

6. Gather a talented team

Often, the event you plan is only as good as the people who participate in putting it together. Your team should be united behind the purpose and able to handle delegation of responsibilities.

Lining up people with different but complementary talents can also be very helpful. For example, a graphic designer can focus on advertising and an HR rep can concentrate on compiling the guest list.

You’ll also need an event coordinator who holds people accountable. The head coordinator needs to trust members of the team to handle their tasks efficiently while he or she oversees the blending of the different parts for a smooth event.

7. Stay organised

Collaboration with team members, detailed lists, file sharing, etc. can be used to stay more organised. You can rely on technology, including apps and modern communication, to achieve this goal.

8. Plan the right location

This is one of the first things you might tackle, since popular venues often book quickly. When you’re hunting for the ideal location, consider the total number of people invited, demographics of attendees, the purpose of the event, time of day, and adjacent spaces. These factors will help to determine the perfect venue for the event.

9. Contract publicity

For public business functions, publicity can be a huge asset, particularly if you’re aiming for brand recognition and lead generation. Extend invitations to bloggers, product reviewers, local news stations, news reporters, and other public outlets that are available to you to spread the word about your event before, during, and after.

10. Have a contingency plan

As Murphy’s Law states, anything that can go wrong, will go wrong. How you handle the problems when they occur will be one of the things that sets your proceeding apart.

Come up with a contingency plan for various scenarios. Imagine the things that could go wrong with every step of the event, and try to come up with a backup plan or two for each.

It’s also smart to keep a couple of volunteers or team members on hold in case you need somebody to fill a gap. Keeping event attendees in the dark about potential disasters with quick thinking is key to pulling off any event.

16 Nov 2016 11:36

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About Boris Dzhingarov

Boris Dzhingarov graduated UNWE with a major in marketing. He is the CEO of ESBO ltd brand mentioning agency. He writes for several online sites such as Tech.co, Semrush.com, Tweakyourbiz.com, Socialnomics.net. Boris is the founder of MonetaryLibrary.com and cryptoext.com.




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