The organization and planning of an event is a rather complex task that requires a lot of time and concentration so that everything goes as expected. For its development we must take into account different factors, but undoubtedly, one of the most important is to have fully qualified staff and have clear all the steps to be taken to make the event a success.
In addition to the personnel, there are other elements that are equally important and that without their previous organization it would not be possible to carry out. We must be methodical throughout the organization and make sure that the steps we take are the right ones and that they pursue the common goal of the event, which is what will ensure success among the target audience.
Organizing an event is not an easy task since it requires a lot of preparation, execution and review of all the necessary actions for it to be successful. It is also essential to make a good prior assessment to be prepared for any kind of unforeseen event. An event, although it may sound fun, is something serious in which we must take into account many factors that require our concentration.
For the preparation of any type of event, the event organizer goes through different stages that are detailed as follows:
First of all we must ask ourselves clearly what we want to achieve with the celebration of this event, who we are going to address and what is the most appropriate format according to the group of people and the purpose we want to achieve with this celebration.
Once we have defined the objectives and the audience, we must continue planning and executing the event until the end.
Secondly, we must find the executor of the event and decide who needs to carry out the event: an agency to help us in everything or just a supplier of materials for the development of the event. Both options are perfectly feasible and everything will depend on the knowledge we have in the sector and the experience in the world of event organization.
One the basic elements that will be part of our event have been established, it is important to draw up a detailed plan for it. The extent of this plan will depend on the size of the event. Some of the elements to keep in mind are: date and time, preparation, person responsible for the event, guest list, telephone list or the executor’s task list, among others.
We must be clear about who will be the best person to help us in the execution of the event. This person must be competent, organized, methodical and stable. Each person we choose must be assigned a specific task, so that everything is organized.
It is necessary to keep the plans clear and have an alternative and support staff ready in case schedules change or something does not go according to plan
Starting early is key to planning an event, whether large or smaller, as it involves many actions that must be developed in advance.
It is necessary to define the purpose of the event and establish a series of objectives that are always quantifiable and achievable.
The budget is the one that will mark many of the things that will be included in our event. It is important to have an estimate to determine different elements necessary for the development of the event, such as: venue rental, catering, decoration, marketing, software, labor, among others.
To do so, we must take into account the date of the event and the place where it will be held. In addition, to choose the venue it is important to take into account certain things such as the size of the site, location, parking, accessibility, acoustics and the cost of the venue.
It is important that we differentiate ourselves from our competitors and have a name for our event that is unique and easy to remember. We should also create a unique and strong logo to go along with that name and even create our own slogan to describe what the event is about.
The best option is to do some research on each of the companies that we would be interested in sponsoring our event and what benefits we can offer them.
An event has to be sold, and when it comes to event marketing we must take into account different phases. First, we must carry out a pre-launch on social networks where we announce the date of the event to start making. Secondly, we can start with advance ticket sales, followed by an ad showcasing the participants of the event. Finally, we can run additional ads that complement the previous ones and generate curiosity in the attendees.
In addition, it is also important to carry out campaigns after the event to thank the attendees and the good reception the have given to the event, and to carry out satisfaction surveys.