We all actually have experience in organizing events. We celebrate birthdays, wedding anniversaries and various holidays, and we don’t really have a professional event planner on hand to help us. Of course, you tried everything by yourself. And realize it’s not quite as simple as you think? We know what you’re talking about. Organizing an event is a complex job, especially when you organize a business event where, in addition to the guests, you have to meet the high expectations of your superiors. We offer you a couple of useful tips on how to earn applause in the end.
1. Set goals
Determine what you want to achieve and define the topic. Set a realistic and achievable goal and plan the steps that will lead you to it.
2. Set a date, number of people and budget
Choose a date in which you expect a good response from participants. It won’t be the day before Easter or the holiday season. You are the one who knows your customers, clients and partners best, so you will know how to determine the best date. Right at the beginning, define how many people you will invite and what kind of response you expect. The budget for the event also depends on that. Request all subcontracting offers so you can form a budget. You will often get a predefined budget in advance – plan carefully and determine what you can fit and be prepared to say “no” to additional ideas that you cannot fund .
3. Develop a concept
Put your idea “on paper” and work it out . This is a step that is often taken lightly or skipped. As professional event organizers, we have different budgets and we can easily evaluate and create an idea that will suit your needs and fit into your budget. And with a smaller budget it is possible to create an effective event that will leave a good impression. Experience and knowledge make an invaluable difference. Every event must have elements that will entertain, make you laugh, relax the atmosphere or a “wow effect” that will be talked about for a long time.
4. Create team
You need to know, right at the beginning that you can’t do everything by yourself. In some cases, it will be enough to have one trusted colleague with whom you can share tasks and better organize your work. It’s good to have someone with whom you can exchange ideas. If you do not have the opportunity to form a team, it is important to choose professional and experienced organizers that you can rely on. The technical staff of Mozaik Group and quality audiovisual equipment can really contribute to the quality of your event.
5. Don’t skimp on food and drink
We all like to gather around the table and enjoy good food. We know that catering covers a significant part of the budget, but you want satisfied participants. Don’t skimp on the amount of food and drinks and make sure everyone has a choice, so be sure to include a vegetarian menu.
6. Take care of participants, lecturers, sponsors and exhibitors
Communicate with everyone and give them all the useful information on time, from accommodation and transportation to the location of the event to the program and all the details that are important to them. Plan the protocol of the event and define who is in charge of communicating with participants, lecturers, sponsors and exhibitors. If high-ranking guests come to your event, work with their protocol to define everything you need in advance and avoid surprises. Provide the space needed for sponsors and exhibitors and provide the necessary infrastructure and give them clear instructions on the delivery of their equipment.
7. Obtain all permits on time and take care of security
An American DJ participates in the entertainment part of the program? Get him a work permit on time. If necessary, register a public gathering. Be sure to fill out an application to ZAMP if a band is going to perform or you are going to play music. Provide a sufficient number of security guards and ensure cleaning of the area before and after.
8. Register participants quickly and efficiently
Almost every major event “requires” registration and accreditation of participants. Take advantage of technology to make the process fast and efficient, without long queues and waiting. For example, enable registration and login via QR code or PIN. See here what we offer for registration of participants.
9. Communicate with the audience
Announce your event in time to the media who may find it interesting. Inform potential audiences via social media and give them more information about the content. Advertise your event to your target audience and consider what other channels you could use to inform them.
10. Make an analysis
After a successful event, don’t fall asleep on your laurels. Analyze what was good and what could have been better. Track and analyze the event budget throughout the project so you can revise it and maybe even save. Finally, analyze the ratio of inputs and outputs to draw conclusions for the future. Thank all the participants and share with them your impressions, survey them to find out what they think about your event and how it can be even better next time.