The first time you plan an event can be a daunting task, as even the simplest-seeming bash has a lot of things that need to be planned for and prepared. But with these tips in mind, your first foray into the world of event planning will result in a successful and fondly remembered event.
A little bit of simple research is your friend here. Take into account who the event is for and make sure you are tailoring all aspects of it to your client. For example, an environmental group won’t want rubber balloons or imported flowers as decorations, whereas small touches like reusable straws for drinks and locally sourced food will be appreciated.
Use an app for organizing events to help you keep track of your planning details, allowing you to have to-do lists, your budget, and all your contacts in one convenient place. Syncing across devices means that all your team members are kept up to date with progress, so there are no excuses about missing memos or misplacing paperwork. As well as this, you will be able to advertise and sell tickets for your event while tying in with any sponsors.
Think outside the box for entertainment. Imagine you are putting on a fancy dinner for a group of foreign business people. Is there a local singer or entertainer that is popular in their country and can be hired as the post-dinner entertainment? Even a dry corporate seminar Q&A session can be lightened up by using props such as a throw box – a mic that is safe to throw between people. This can help streamline the running of the session while bringing an element of excitement to it.
Get to grips with social media and how you can utilize it for publicity. Different client bases and event types will suit various social media networks, so be sure to investigate which network is going to work best for your event and thus allow you to reach your target demographic. A conference for professionals will see you looking at the likes of LinkedIn, or an upbeat entertainment event for a younger audience may work well with TikTok and Snapchat.
Approaching companies for sponsorship has multiple benefits for you and your event, as well as helping to stretch out your budget (especially if goods or entertainment are included in that sponsorship). By linking in with companies that share similar values and ethos of your client, your event will appeal to your target demographic and make selling tickets easier.
Choose your venue wisely as you need to make sure you match it with your event perfectly. A food and music event requires a large, easily enclosable area with enough space for facilities plus the stalls and entertainment. Whereas if it’s a corporate event, hotels are great, but also be sure to investigate what other local businesses have to offer; for example, tourist attractions often have suitable spaces that can be hired and will bring an extra element to proceedings by allowing attendees to step out of their usual environs.