Whether you’re a seasoned event organizer or fairly new to the world of event planning, you’ll soon come to realize that the success of an event isn’t solely dependent on how everything turns out on the day.
Yes, a well-run event that draws in large crowds of happy attendees is a win, but it’s important to realize how you got to this point and what you can do afterward to build on that success.
To help you along the way, we’ve brought in the packaging aficionados at R+R Packaging to offer up their insights on why every stage of your event matters. Covering the three key fundamental elements of event planning, you’ll be left with practical advice on how to effectively master planning the whole way through.
Fly With Foolproof Event Planning
If you want your event to get off to a flying start, you need a foolproof and meticulous event planning strategy in place that leaves nothing to chance. The time and effort you put in during the planning stages of your event will all contribute to guaranteeing its success on the day, so it’s essential to get organised as early as possible.
Understandably, with so many balls to juggle it can be difficult to know where, to begin with your pre-event planning – but, with intuitive software at your fingertips, you can streamline your event management, ticket sales and promotion right from the off. Once you’ve established your concept, what you’re looking to gain from it and who you’re talking to, you can then make informed decisions that can shape the rest of your strategy.
It also goes without saying that, as part of your event planning, you should always ensure you have a ‘plan B’ up your sleeve, so you’re in a strong position to cope with anything that could potentially go wrong on the day. Whether it’s providing waterproof macs and umbrellas should the weather wreak havoc or a backup generator if the power cuts out, staying one step ahead will guarantee nothing stands in the way of your events’ success.
Get Ahead On The Day
On the day of your event, it’s likely you’ll be pulled in every direction possible as you try to ensure everything goes to plan for vendors and attendees, but it is possible to alleviate some of the pressure with forward planning.
First and foremost, take the time to brief your staff and enrol key people within the team that you can trust and delegate tasks to. Ensuring staff fully understand their positions and responsibilities, as well as your event objectives, will arm them with the right information they need to do their job effectively. It will also leave you free to focus attention on core areas of the event, such as keeping sponsors happy and dealing with operational issues.
Secondly, you want to make sure the venue setup is completed well before your attendees come through the door. One tactic used widely is to implement a strict access and setup time period with the venue and vendors that must be adhered to. This ensures everyone is working to the same timeline, there is ample time to get the venue event-ready and means you can iron out any problems that arise well before any paying attendees walk through the door.
Finally, to ensure your attendees’ experience on the day is a positive one, don’t forget to employ plenty of attendee-focused tactics beforehand. From capturing your audience’s attention early with social media teasers and exclusive pre-event offers to providing them with plenty of added extras on the day (free merchandise, competitions and VIP treatments), putting your attendees’ experience at the centre of your event will mean you can bank on them having a great time.
Also, don’t forget to provide them with the means to engage with you live online. Give them ample opportunity to share their experiences on the day with free WiFi and social media must-haves – such as live walls and event hashtags.
Make a Lasting Impression
There’s no doubt that hosting an event is an exhausting and pressured undertaking and it’s natural to breathe a sigh of relief when it’s over – but, before you close the book on it entirely, don’t forget about your post-event follow up campaign. While your event and brand are fresh in people’s minds, it’s imperative you don’t miss the opportunity to make one final, lasting impression.
When it comes to event-goers, there are a number of ways to keep them talking about your event in the days and weeks after. One way is to use your social media channels to post photos and videos from the event that will jog people’s memories. Alternatively, tap into the data collected before and during to create an attendee database that you can contact with e-newsletters and surveys – just ensure you have permission to send them marketing information by providing an opt-in.
The same tactics are equally applicable to vendors and suppliers. What’s more, asking these groups for feedback will help you make improvements for future events – and give you important buy-in from both parties while showing you value their unique input.
For anyone who’s serious about organising seamless, show-stopping events, the key is to take a well-rounded and tactical approach to your marketing and event planning efforts before, during and after. By paying close attention to these three fundamental aspects, you’ll be sure to pull off the ultimate event every time.