If you have ever considered producing an event, you know that there is a great deal of planning involved to ensure that everything runs smoothly. While events can be highly successful when executed properly, you can also lose a great deal of money when things don’t go right. Here are the different stages of event organization, which will allow you to ensure the quality and efficiency of your event:
IMAGE: PEXELS
Step 1 – Set Goals
The creation of an event cannot be done without a real need on your company’s part. Indeed, it is not a question of creating a corporate event for the beauty of the gesture but setting up an event that takes place and will allow you to accomplish specific objectives. The first question to ask yourself is this: What are we trying to accomplish with this event?
- Do you want to launch a new product?
- Promote your business to new prospects?
- Do you want to motivate and inspire your employees?
From this first observation, you will be able to determine who is the audience for an event. This will allow you to reflect more concretely on the nature of the event to be set up.
Step 2 – Specify The Nature Of The Event
The most important thing when planning an event is to determine its nature. It is above all about proposing an event that directly interests the target audience. Now that you know your purpose and audience, think about what type of corporate event is best for them:
- Fundraising
- Conference
- Seminar
- Presentation
- Live music
Etc.
The solutions are multiple and will depend above all on your needs. To organize an event, you will, of course, have to think about the public speakers to invite (internal or external to the company), but also about the company event.
Know how to find a relevant subject, which encourages participation and is not covered at competing events close to yours. You will also need to find a keynote speaker or motivational speaker you can hire that is available on the date of your event.
Step 3 – Get Organized
Once you have determined what type of event you want to set up, you will need to turn to the event organization’s logistics part. You can then opt to go through event organization professionals or organize the event internally.
Note that professionals’ choice will be more expensive, but will save you a significant amount of money. If you opt for an internal organization, we advise you to set up a team dedicated to the event and use good planning software.
Step 4 – Set The Date And Venue
Once the nature of the event and the public speakers are set in your mind, the next step in event planning is to make it happen. This naturally involves choosing a date and a place for your event. You are going to need to decide if you want your event indoors or outdoors. Of course, you will need to ensure the place’s availability and the date chosen to issue your invitations.
As the event organization requires precious time, it is recommended to choose a far enough date away in time, if only to give you plenty of time to organize the event and prepare the speakers. It is recommended to reserve the place at least three months in advance.
Warning! Some venues or types of events need to be planned a year. It’s up to you to measure the feasibility of your event over time. To set the date of an event, we advise you to think about your target’s availability. Generally, it is good practice to avoid weekends (Friday evening included), bridges, and of course, school holidays.
We generally prefer to do the event during the week, a Tuesday or Thursday, when parents are most available. Systematically check that the date chosen does not coincide with a similar event, particularly if it is an important event for your target.
The choice of the location of a professional event will also be of great importance. Check beforehand the quality of the chosen place on the internet or with former customers of that place. Always choose a place that allows you to present your business in its best light.
Naturally, arrange for this place to be close to your target’s geographical area and easy to access. Remember that your place must be able to accommodate the expected audience and must have the necessary equipment (kitchens, presentation room, tables, etc.).
Step 5 – Prepare For The Event
Once your event is fixed in time and space, all you have to do is prepare it in the most concrete way possible. This naturally involves the creation of the event program, the invitation and preparation of speakers, the logistical implementation (purchase or rental of equipment, identifying a ticketing platform, contacts with the caterer, preparation of the server team, etc.).
If you have chosen to take care of the event planning yourself, you need to be able to detail every minute of the event to be sure you don’t forget ANYTHING. How will the guests be received? What will be different presentations? How long will each presentation last? What material will be needed?
Make sure everything is organized down to the minute, and remember to brief your stakeholders on the need to respect the timing. Nothing is more boring for a guest than seeing an event drag on.
Once your corporate event has been prepared in great detail, consider establishing an event organization checklist so that you don’t forget anything important. Planning an event will mean knowing who to contact and when to have everything in place on D-Day.
Regarding the sending of invitations to an event, it will be three weeks to one-month, maximum before the event. No need to invite the public earlier because they risk forgetting the event. Later, and your guests may already have other dates…
Event Planning Tips
Thanks to this event planning plan, you should be able to set up an event in a more relaxed way. Here are some final tips; however, that could be of great help to you when planning an event:
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Organize The Event In Advance
A corporate event should not be rushed. The more preparation time you have, the more successful your event will be. Moreover, planning an event in advance will allow you to avoid the rush and to stagger the preparation time. According to Sean Adams of Motivation Ping, it is a good way to dedicate several of your employees to event preparation without it interfering with their usual tasks.
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Never Organize Alone
A corporate event cannot be planned alone. Setting up a team dedicated to the event will allow you to remember nothing vital. It will also be an excellent way to unite and empower your team.
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Set A Clear Budget
First, establish an overall budget for your event. This will allow you to create an event worthy of your means and avoid desires for grandeur.
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Plan Ahead
A blunder quickly occurs during a corporate event: a flat microphone battery, a computer out of order, a speaker who cancels at the last minute … Know how to provide additional equipment and be able to react to the unforeseeable. Providing a “back-up” responder or a last-minute program change will allow you to be ready in all circumstances.
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Don’t Neglect Communication
While it is essential to plan an event, it is just as important to communicate about it. Consider taking care of the invitations and creating posters presenting the event. Do not hesitate to use multi-media (mail, email, social networks, etc.) to communicate about the event or even to revive your guests a few days before it.
If you are interested in even more business-related articles and information from us here at Bit Rebels, then we have a lot to choose from.
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