Event management can be a challenge for even the most experienced event planner and marketer. Whether the event is a small meeting, a fundraiser, a conference or a trade show, there are three keys to a successful event.Obviously there is more to an event than the three keys outlined below, however if you manage these three well, the other aspects of your event will fall in to place much easier. There will always be bumps in the road -- be prepared.
1. PlanningLike your business, a successful event requires a great deal of planning. You will need to know the five w's - who? what? where? when? and why? Answer these five basic questions and you are on your way - the how? comes later. Planning also involves ensuring you have a team of reliable individuals, a time-frame or deadlines for accomplishments, budgets to be set, parameters to be met. And finally, know your goal! Even a simple event will have a goal - more attendees, more dollars raised, more entertainment for the participants, etc.
Document everything - even go as far as creating a white board outline of the plan. Refer back to your plan often, it is very easy to go astray.
A successful event requires extreme organization. Every detail must be thought of, planned for and accounted for in the end, plus a few that weren't thought of -- always! Create a detailed database of tasks, add deadlines, assign team members, mark progress and notes along the way. Refer to this document constantly to stay organized. When creating the document, we recommend making it a shared file to allow all team coordinators access and the ability to update their assignments. This will eliminate many problems and duplication down the road.
One point we cannot stress enough -- deal with emails, correspondence and calls immediately. It is too easy to forget about that important call or email if tagged for followup at a later date.
And finally, create databases for all contacts for the event (team members, venue, services, entertainment) as well as for sponsors, potential exhibitors and attendees. Include pertinent contact information, notes regarding your discussions, follow up dates etc. These databases will be your go-to-tools throughout the event and should you run another event will eliminate re-inventing the wheel.
Yes, we know there are many steps between planning, organizing and promotion - however the theory 'build it and they will come' doesn't work if no one knows about your event. Promote your event starting the moment you have a date, create teasers for your event if not all details are confirmed - 'hold the date' as an example. Use all avenues open to you to promote your event - digital, print, broadcast, word of mouth, networking, sponsor promotion, free classifieds, event listings, and press releases. Create 'hype' for your event.
The single most important part of your marketing and promotion for your event is your event website - all roads lead here when your guests are looking for information about your event.
Do Not Scrimp On Your Website.
PRowl Communications has been helping to organize and promote successful events for approximately ten years. Contact us today to see how we can help with your next event.