Business events create unlimited possibilities to show the company, product and service in a completely new, creative company. An event is a complex undertaking with its own specification. It requires the ability to perfectly harmonize many factors, such as planning, execution and coordination.
All the deadlines must be connected and actions must be complementary in order to create something unforgettable. When organizing an event you have to reckon with a lot of work and stress. Calm down, not as terrible as the devil they paint it.
Simple steps of organizing the event, so you will avoid unnecessary
1) Organization and planning – event schedule
It is not so easy to plan every action well and organize the different elements in such a way that together they form the whole concept of an event. It requires us to combine many of our own abilities, so it is good to reach for help in advance. It is worth having an experienced team of co-workers or assistants with you, because you can’t do everything by yourself. Sometimes the look of another person can help you get out of a really difficult situation.
Once we surround ourselves with the right people, we create an overall concept for the event. Who is it directed to? On what scale? What does it show? What to promote? Is the nature of the event free or formal? One by one we answer each of these questions and create our own checklist. This consists of writing down the points of the event scenario.
2) Choosing the date and place of the event
When deciding on a particular date, many factors have to be taken into account. First of all, we have to take into account the profile of the event and its subject matter. What is important is the nature of the meeting, its prestige level and the target group. On the other hand, banquets and balls can be boldly organized in the periods between holidays, when the participants will still be accompanied by a festive atmosphere.
The date needs to be adjusted to the people to whom the event is addressed. It is also worthwhile to find out if there is any other, equally important event taking place at the same time, which could interfere with our meeting.
3) Information about the event
The media and companies must work together to ensure mutual benefit. Nowadays, if companies do not exist on the Internet, it is as if they do not exist at all. Every esteemed event manager knows very well about the strength and importance of social media in the success of an event. We need to create appropriate communication channels between organizers as well as between participants and the event itself.
The information released into circulation must be up to date and keep it up to date. Do not reveal all the cards immediately. Let’s create an atmosphere of waiting, carefully cultivating the sense of uniqueness of this meeting. We must make sure that the guests not only cannot forget about it, but also cannot wait for it.
4) Build prestige of the event
You cannot rely only on the media, so it is worthwhile to send an invitation to the event for the most important guests by e-mail or traditional mail. This will let them feel that their participation is important to us. Everyone has access to the Internet, but unfortunately, not everyone has time to browse the site in search of our event.
This is of great importance especially when the meeting is organized for the first time. We recommend that you create your own mailing database and rely on it during each subsequent edition of the event.
5) Refined details
In business we often forget about the fact that people are visionaries. They better judge what is well-fitting and ordinary pleasing to the eye. It is worth to focus on visual identity, refine decorations and invitations based on one style, logotype and color scheme. This will make everything look more professional. Small details show the level of our commitment and make the event stand out from other industry events.
6) General Rehearsal and Event Summary
We need to re-invite guests just before the event and encourage them to participate. The invitation should not be long, but should have an interesting graphic form. Think about the non-traditional form of distribution. Motivate the organizing team accordingly before the expected date. Re-examine the checklist to see if everything has been done. It is worth to carry out a general test with the use of multimedia equipment that we will use.
Remember that something may happen that you do not foresee, but there is no reason to be tormented by it. Possible shortcomings will be an important experience from which you can draw conclusions.