30+ Tips For Planning Business Events | Event Always

 

Planning your business event is a process that requires careful planning, regardless of its size. Consider new ideas as well as the old favorites when you start to plan. Even events with a long history can benefit from a new approach.

Creating the Blueprint

1.   Understand your Objective - Many organisations hold annual events because it's what they have done for years. Some events are worth repeating, but not all. It is important to be clear about why you spend the money and time.

2.   Understand Your Target Audience. Create a list of VIPS and target guests to help you understand why you are planning an event. Also, consider what your business will gain from the experience.

3.   Make a Wishlist of Attendees – Even though your event is open to all, make sure you understand which "list" will most benefit your goal and target these people.

4.   Budget Planning - Be realistic and think about contingency funds. Make sure you know your per-person costs and that they are in line with other marketing expenditures.

5.   Recognize the Value of Timing. See the dates for all events in the area that may be competing with your attendance.

Organization of the Building Blocks

6.   Find the Perfect Venue - Location. If you want to save money, look for hot spots in your area or transform your space.

7.   Choose the Best Vendors. Seek vendors with a track record in your industry. It can save your life if you have detailed vendor contracts.

8.   Explore the Cost Savings of Co-hosting - Although this is not a good option for every event, it can save you a lot of money. Consider businesses with complementary goals that can each benefit from the influence and customers of the other.

9.   Delegate Specific Roles to Team Members No matter how large your event is, you can delegate enough details so that everyone has ownership over the business event  success.

10. Make Schedules to Check Task Progress - Keep in touch with vendors and staff to ensure they are following up on their events. 

11. Participate in Sponsorships When It's Appropriate –Brainstorm how other businesses benefit. You will be able to get in front of key audiences and possibly expand your client base. If it's a large event, you should start looking for partners at least three to six weeks in advance.

12. Create a Minute-By–Minute Schedule for Your Event. Make sure to assign specific tasks to team members and make sure guest speakers are aware of their time limits.

Promoting your Program

13. Create a Communication Plan - Give yourself plenty of time to spread the word through a variety channels. You can promote your message through email outreach, direct mail, social media, and other outlets, as many as you have the budget for.

14. Create buzz on social media - Increase interest in your event through early engagement on all of your social media channels. If the event is sufficiently large, consider a branded hashtag -- events with speakers or panels are prime candidates.

15. Make the Most of Your Organization's Networks - In addition to your own social media channels you can also tap into the followers and special guests of your speakers. Send others interesting photos and announcements about your event to make it easy to share them.

16. Search for Sources that Will List Your Event On Their Calendars - Make sure you check out all the websites that are specialized in listing both local and national events.

17. Invite Media - Get to know their schedules so that your press releases are valuable for their audience.

18. Find the Right Blogs - Reaching local bloggers with valuable stories for their target audiences is a great way of gaining extra attention before and during your event.

19. Keep in mind Internal Communication - Make it easy for everyone to be on the same page. Your employees can be a great resource for spreading enthusiasm about your event.

20. Create lasting impressions - Send your guests take-home items or swag to keep them reminded of the event. Think of gift ideas that aren't the usual pens or totes bags.

21. Consider Online Registering - Depending on the event, an online registration tool can be used to preregister. This is a great way for you to forecast attendance and build excitement. 

Detailing

22. Plan B - Even with the best business event planning, there are always last-minute surprises. A team member might get sick; a vendor delivery may not be on time, and so forth. A plan B and a cool head are essential to your success.

23. Shareable copies of the Master Plan - An organized binder containing all vendor contracts, venue floor plans, numbers and contact information can be a valuable day-of reference.

24. Conducting a Logistics Site Tour - Take a look at every aspect of your event from setup to breakdown and be amazed by the number of last-minute tasks that you uncover.

25. After your site visit, send out updated staffing plans - Send a revised plan to remind everyone of details, even if minor changes were made.

26. Budget Revision - Keep the budget projections current as event details change.

27. Assign Floaters to the Day of Your Event – It can make a big difference to have a team that is responsible for crisis management and other unanticipated tasks.

28. Confirm All - Then, check again.

29. Create engaging photo opportunities - At least one spot should be provided that encourages guests to take a photo and then share it with others on social media. Consider the appeal of a classic vehicle or a funny photo op such as a photo-op that guests can hold on to. You can also share photos at award and ribbon-cutting events.

Make the most of your event

30. Make your Welcome Memorable. Whether your registration table is at the event's entrance or the first interaction with your guests upon entering it, make sure they get the red carpet treatment. Your event's tone will be set by the beginning.

31. Take photos Paparazzi Style – More photos are better. Photos are a great way to show your event's success and promote it for the future. It's likely that you will want to have both candid and posed photos.

32. Follow Get Up Early - Send recaps and photos to your key clients immediately.

33. Get Feedback and Impressions from Your Event Right Away - Don't assume that you'll remember what you did next year.

34. Measure your Success - Go beyond the basic metrics of attendance and vibe to calculate effectiveness using a range of benchmarks. You can calculate satisfaction levels using media coverage, online traffic, and economic impacts.

35. Don't delay in expressing gratitude to all those involved. It is a great way to maintain and build business relationships. 

 

Although business event planning is a complex task that requires teamwork and a lot of organization, it can still be a powerful tool to build awareness for your company. Even though many of our contacts are online, events provide valuable face-to-face interaction in a digital business environment.