Planning an event is a difficult job, but organizing an event to ensure success is way tougher. Whether you are organizing a personal party or a corporate event, you can guarantee the success of the event by taking care of a few things. This article will function as a quick checklist for event managers, and it will help non-professional event organizers to identify areas that they need to focus on for guaranteeing the success of their event.
1. Choose the Location Wisely
The venue of the event will affect the minds of the attendees even before they sign up for the event. A popular, accessible and appropriate venue will create a good impression and convince the potential participants to sign up for the event.
• Visit different sites and try to select a venue that is most likely to attract your target audience. For instance, if you are organizing an outdoor event for little school kids, a theme park with built-in safety measures and lot of fun things to do, can be the perfect venue.
• Ensure that the venue has all the facilities and amenities that you require. Check whether it has enough space, check if they will let you display banners, and see if they have parking and other facilities. Visit at least 3-4 locations and pick the one that offers most features within your budget.
2. Get the Right Caterer
A mediocre event can satisfy users if the food is delicious. Good food can boost the mood of the participants and make the event more joyous and fun. So, it is important that you choose the best caterer for the job.
• It is wise to go for the tried-and-tested when it comes to food. So, choose a caterer that you have used before and know to be good. Or, ask around and select a caterer that your friends or acquaintances can vouch for. Also, taste the food at different places to select the best one.
• Along with the taste of the food, the quality of services also matters a good deal. Do you simply need food delivered at the event, or do you need to wait for staff too? Evaluate the specialty and ability of the catering company to provide the services that you specifically want.
3. Invite Popular Speakers
At any event, you need interesting and popular speakers to attract attendees. One of the main reasons people attend events is because they want to listen to and interact with good public speakers. Do your best to get a well-liked and entertaining speaker.
• Many event managers feel that they need to get celebrity speakers. While this surely helps, you can also grab the attention and interest of potential attendees by getting speaker that is well-known within a specific niche. You don’t necessarily need celebrity.
• Finding good speakers is not easy, but Internet research will yield at least a dozen speakers for any given topic. But, it is best to ask people from your target audience to suggest names of speakers that they would like to listen to. This will help you get lesser-known and less costly speakers who, nonetheless, will connect with the audience.
4. Recognize and Reward Participants and Sponsors
No one enjoys one-way events. The reasons you call the attendees ‘participants’ is because they participate in the event and not just attend.
• Create emotional moments during the event to capture the attention of the audience and try and praise every member of the audience for their contributions. How this is done will differ greatly from event to event.
• Ensure interactivity during the event and give the participants a chance to express themselves. Don’t forget to mention the sponsors, and praise them for their support and other help. Introduce the speakers warmly and make sure that they feel welcome.
5. Stick to the Schedule
Many participants who attend your event may be taking time out of their busy jobs, or they may be sacrificing their weekend, to attend your event. If you keep them waiting, twiddling their thumbs, and do not stick to a schedule, you create a bad impression.
• Event planning, venue management and booking should be done well, and ensured that all the participants, sponsors and speakers reach the venue on time. Hire a reliable cab service if it is a part of your duty drive the speaker or sponsors to the event.
• If possible, rehearse the event beforehand to find out what part of the event can get over before time, or may run over the time limit. Give yourself at least a few minutes of buffer, and be ready with a special program that can be included in case you have extra time.
Monik Makadiya is associated with IVVY, a good online event management solutions which boosts your event management capabilities. You can contact him on @painstakingMM.
Photo Credit: Stephen Lock