There’s nothing quite like the feeling of having pulled off a successful event. After many months of careful planning, seeing the pieces of the puzzle come together is undoubtedly rewarding.
Having said that, organising and running an event is often perceived as being a seemingly insurmountable challenge. Although event planning can be stressful at the best of times, knowing how to organise an event can make all the difference to your ability to manage the workload. With this in mind, here are our 6 tips for organising a successful event.
- Planning Is Everything
This first point may seem like a given, but you’d be surprised at how many event organisers are tempted into getting stuck in with the more practical aspects right away. That sentiment is very much understandable; the amount of organisational considerations to be made can seem daunting, and getting them over with as soon as possible may seem like the most suitable strategy with regards to saving time.
In fact, approaching the event in this way often isn’t the most time-efficient way of going about it. The results of spending the extra hours during the planning stage may not be visible right away, but the pay off instead occurs further down the line. For this reason, make sure you create a preliminary strategy that covers the key areas of planning, organising, marketing and hosting the event.
- Set Achievable Goals
Having a clear goal in mind is one of the most important aspects of event planning. Experience shows that the most successful events are held together by some kind of underlying objective, and knowing what it is you’re trying to achieve will also help motivate you to achieve that goal.
In most cases, your objectives will be dependent on the type of event you intend to organise. If, for example, you’re in the process of organising a charity fundraising event, your objective will likely be to raise as much money as possible whilst simultaneously treating guests to an entertaining experience.
Whatever your goal may be, make sure that it is achievable using the resources you have available. The thrill of the occasion may tempt you to go all in, but it’s important to do so only if finances permit. Of course, this doesn’t mean you can’t dress the event up to your heart’s content – only that you should consider your possibilities before doing so.
- Work from a Master Plan
There are many considerations to take account of from your event’s initial planning stages all the way through to the day of the event. Keeping track of all of them can be a challenge in and of itself, especially if your event involves input from several different people. For this reason, creating a master plan that is specific to your event can go a long way in ensuring everybody is on the same page.</p>
Although its exact format may vary from occasion to occasion, we’d recommend including a list of roles and responsibilities, an event marketing plan, and a checklist that prioritises tasks on the basis of urgency. Once your master plan has been created, it becomes a valuable reference material throughout the entire process.
- Promote, Promote, Promote
Social media has made it easier than ever to promote your event across a wide variety of different channels, helping you make the most of your event’s marketing potential. Getting guests through the door is one of the most important starting points from which to organise a successful event, so it’s important to do everything you possibly can to get the word out.
From email marketing to Facebook events and from Twitter updates to online invitations, there are many ways in which to go about promoting the occasion. Using a combination of these channels is the most effective way of maximising your reach, so make sure you establish and build a strong online presence.
- Entertainment is Key
The vast majority of people attend events with the expectation of being entertained. Although events can have many different purposes, finding the right entertainment is sure to add an extra dimension no matter the occasion.
Your event entertainment needn’t necessarily be the focal point – it can function just as well in the background. Whatever the main programme of your event may be, it may not last throughout the entire event. For this reason, booking an entertainer will ensure your guests enjoy the occasion from beginning to end.
- Consider Enlisting Outside Help
Although the above tips can help make the event planning process easier, there are cases in which you may want to consult the expertise of a professional event agency.
Enlisting outside help can be a cost-effective way of ensuring your event is a memorable one, especially since the occasion will benefit from many years’ worth of practical experience in the field. Whichever route you choose to go down, keeping a cool head at all times will go a long way in putting together the event of your dreams.