Memorable events don’t just happen. Organizing and holding an event takes planning. Whether it’s a conference, seminar or a customer appreciation day, and whether you have three weeks to plan or an entire year, your event’s success is in the details.
Decide upon your target audience before anything else.
The first step — before you do anything else — should be to clearly define who your target audience is. From this all the other decisions will fall into place in terms of format, content, prices, location etc. This structured approach will also help you to stay focused on achieving specific goals and not allowing the scope to become too broad or watered down.
Make a list of details
When you decide to have an event, everything matters. From program content and lighting to transportation and parking — everything counts. And your audience will attribute everything to you and…your brand. Making a list will ensure you don’t overlook things.
Have a clear business purpose for holding the event.
Before you can begin planning a successful event, be clear on why you are doing it in the first place, because every decision after that should support your main goal.
Watch out for other industry events when scheduling.
Check the calendar. Make sure you don’t schedule your event on or too close to holidays or popular vacation times. It’s just as important to check for other events that your target attendees might be going to.
Be flexible with changes in size, location and other details.
As you get into the event planning process, you may find that your event changes in size, location, and many other ways than you originally envisioned. This is natural and perfectly fine as long as you don’t lose sight of the reason you’re doing all this work in the first place. Some flexibility is necessary.
Know your limitations.
We all know the goal is to throw a great live event. To that end, we also have to be aware of what we can or cannot realistically do — be it budget … or time-wise. If you decide to throw a live event in a week’s time, plan for a more intimate affair. If it’s a big event, prepare several months ahead. If the budget is small, you may have to counterbalance with creativity and a lot of do-it-yourself work.
Create SMART goals.
Always start with strategy. Just like building any business, great events start with a strong, thoughtful and measurable strategy. Live events are an amazing way to share your brand, connect with your target market, get feedback on your product (and more!), but you need to know what you are trying to achieve. Stick with SMART goals and outline what you are aiming for. Then make sure that you proceed in line with reaching these goals.
Develop a “financing plan” for your event, and estimate the numbers.
Know how you are going to pay for the event. Most events are funded by sponsorships, ticket sales, internal marketing budgets — or a combination of all three. When you create your budget for the event, you’ll need to estimate how much money you can realistically raise from each area. Before you book your venue or sign any contracts, it’s a good idea to start signing sponsors first, or selling advance tickets to make sure there is enough interest in your idea to fund it.
Create an expense budget – and save money through “in-kind” sponsor donations.
Events tend to cost more than the average small business owner thinks — primarily in regards to the venue and food and beverage. Remember to price out all the permits and licenses you will need as well. Make a comprehensive list of all the expenses and then highlight areas where you think sponsors can play a role to offer something “in kind.” The more you work with other brands and partners to host your events, the more you can save.
Consider crowdfunding as a new option to raise money for an event.
If this is your first time running events, use crowdfunding platforms to ease the risk. By publishing your events on these platforms attendees will need to pledge for tickets for the event to take place. If the minimum number of attendees required is not met the event does not take place.