7 elements to consider for successful event planning and management
Planning and managing an event to achieve your organization’s goals is one of the most rewarding yet tedious jobs on the planet. Every event, no matter small or large, simple or complex requires detailed and conscientious planning that covers all the essential components of your event right from event budgeting, purpose and format, to catering and sound. Even a single mistake or mishap may leave a bad impression on your client’s mind and pull them away from your brand. Here are 6 key elements of event planning and management to follow to make sure everything goes as planned and maximize your event’s success.
1. Define event goals and objectives clearly
Setting up clear goals and objectives is the very first step in planning an event. You should know upfront what is the ultimate goal you are trying to accomplish through your event. Are you aiming to launch a new product? Create brand awareness? Connect with potential customers? Increase sales revenue by 25%? Or trying to accomplish a combination of multiple goals. Being crystal clear on all your event goals and objectives can help you optimize the event planning process and puts aside the chances of misspending.
2. Identify your target audience
It is rightly said, “If you’re selling to everyone, you’re selling to no one.” This is why you clearly need to define the target audience for your event or else accomplishing event goals and objectives is likely to be a long haul and an exhaustive journey. Once you have selected your target audience, leverage social media platforms, paid advertisements, and email marketing to connect and engage with your audience.
Your audience is investing both time and money to travel to your event. As you present and share your event theme and purpose online, like minded attendees come under one umbrella to engage with your brand and know more about your portfolio of products. It is important to plan your event in a conscientious manner such that their needs and expectations go hand in hand with the purpose of your event or you won’t be able to witness the spark of being present in your event.
3. Pick the right event venue for your guests
The event venue and location are one of the most important elements of event planning and need your scrupulous attention. Your event venue can have a significant impact on your event success and can make or break your reputation. Make sure to go with a venue that aligns with the type of your event, event theme and your target audience.
Here are a few things to keep in mind when choosing the event venue to make the perfect decision. What is the length of the event? Is it a small meeting or a large conference? How many people will attend the event such as 100, 1000 or 10000? What type of facilities and services are required for the event?
Also, keep up to date with the weather forecast to foresee fluctuations in weather that might halt your event planning and play a spoilsport on the day of your event. If you think that weather changes can wreak havoc on the day of your event, consider choosing an indoor event venue to host your event in a safe and controlled environment and avert the impact of extreme weather conditions such as rainfall.
4. Design a unique and interesting message that can help people remember you
Your brand message is the most crucial element of your event. The way you design your brand message will profoundly affect audience engagement, and consumer experiences. So, design and create your brand message in a manner that defines your event objectives and goals clearly. It should be enticing enough to capture the attention of the target customers and encourage potential attendees to buy tickets.
Also, create the perfect event hashtag to amplify your event marketing efforts. Whenever you post any event related information or countdown or share your brand message/event goals and objectives on social media, use the hashtag that is specific to your event. At the end of the day, monitor and analyze how the hashtag is performing and whether your brand message is reaching a wider potential audience through social sharing.
5. Create catchy content to connect and engage with your audience
When done correctly, content marketing can help you connect with target customers and provide greater return on investment than paid ads. This is why you must use content marketing to generate more leads, increase ticket sales and build more awareness around your event. However, creating content is not enough! Creating compelling and creative content is the key to achieving your goals. Content plays a vital role in communicating important information to the target audience online. It serves the information that your audience wants and helps achieve genuine engagement with the audiences that you are trying to reach. Keep it as useful and relevant as possible to solve the problems and pain points of the customers and add some value. Keeping all these points in mind when creating content can help your event stand out from the crowd and generate better ROI.
6. Have a clear budget in place to avoid overspending
Creating an event budget might seem daunting and finite. However, without a clear budget, you may end up overspending and making event planning mistakes. It is extremely important to have a realistic budget in place before jumping into signing contracts with your vendors. While estimating the cost of your event, take into account all the crucial elements right from invitations to catering, decor, logistics, audio, and lighting and other various vendor service costs at different price points. Understanding your requirements first can help you build a budget that’s on target and create an amazing event.
7. Leverage social media to promote your event
Be it a conference or trade show or product launch event, having a marketing plan in place is utmost crucial for making an event a hit. Social media tools not just let you connect with your target audience but engage with them in a timely and authentic manner. But where should you start on such a big social landscape? Firstly understand on what social channels your target audience spends most of their time. Then start with creating and curating engaging social content such as posts, tweets, videos to reach out to your target audience and build community engagement. Take the time to define and communicate your brand message clearly so that people know what to expect from the event. At the end, we would like to add that brand building is a journey and not a destination. In order to build a strong brand journey, keep in touch with your target and existing customers even after the event.
Creating memorable event experiences is no joke and a piece of cake. With intensified competition and increasing attendee demands, planning and organizing a perfect event can be a daunting task and put immense pressure on event planners. With our top successful event planning tips above, you can not just manage your event with great ease but plan a fairly successful event beyond your vision.