Lets face it! Managing and planning an event can leave you frustrated, exhausted and take a toll on your mental health. A quickly approaching event can even give you jitters and make you feel anxious. Most organizations turn to events for better growth, fundraising and to engage the users and an event done right can serve a wonderful purpose! But too often the company or businesses are not able to leverage the opportunity in the best manner due to which few events can turn into a disaster despite working with quality vendors and a motivated team. 

So before you start with organizing for your next big event, consider answering the following 5 questions: 

1. Why are you organizing this event and what is the most important goal of the event? 

Organizing a business event can be a smooth affair when you clearly know the end goal or the desired outcome of your event. While some businesses look to generate income and make money from the event, some just intend to increase brand awareness and project a positive brand image through the event. Knowing your goals and objectives clearly is the most critical step of event planning. Remember that your event goals should align with the brand’s overall marketing efforts as well as the company’s mission. Looking at the bigger picture can really be helpful in achieving the desired results. 

2. Who do you want to bring to your event? 

You have certainly invested a lot of time, energy and resources into planning your event. Inviting anyone or everyone should never be your goal! Even if you are able to drive a huge number of participants but they are not interested in your products and services it would be a sheer waste of time. So it is important to identify your target audience prior to creating your marketing strategy so that you’ll know whom to promote your event to. Know about them as much as possible. If you think offering them free Wi-Fi or other add ons like free pizza and small prizes can attract them, then you can arrange such incentives too to drive your target audience to your event and engage them.  

3. How are you going to drive your target audience to your event?

While events are utmost helpful to establish connections between your brand and your target customer, it is important to ask yourself how you are going to drive your target audience to your event. Remember that there has been a shift in marketing strategies during the recent years. Over the time, social media has become an incredibly powerful tool to boost event attendance. Today a majority of the promotions are done on social media. So make a Facebook Event page and share it everywhere possible where your target audience is present. Engage and extend a personal invitation to your friends too who you feel might be a good fit for this event. While we dont mean to promote only on social media and ignore other platforms, social media is one of the best tools to help spread the word of what’s coming up. 

4. How would your business benefit if you get them to your event?

Audience engagement is one of the most important factors for hosting a successful event. To make sure the entire event turns out to be a successful one, consider the needs of your guests sincerely. Right from the moment they walk through the door until the last minute of the event, evaluate their needs carefully and find out ways to keep them engaged with your organization and attract them towards your products and services. At the end of the day, your guests will end up having a great time and feel emotionally touched. This is how you can make the most out of your event turning it into a success and gaining loyal customers. 

5. How much should you spare on different elements such as food, entertainment and event promotions?

Budgeting is a very important part of planning an event. You must have a thorough understanding about how much you can spare for the event depending on the value and ROI it will provide to you. Blowing away your spend on expensive cocktails or other show offs like stylish cutlery might seem like a good idea at first but if you don’t have any budget left to promote your event it wont do any good to you. So spend wisely and take time to analyze how much you wish to spend on each component such as food and beverages, venue, vendors, event promotions etc for proper budgeting. Tracking your event’s spend is critical to improving your event’s return on investment.  

Asking these questions to yourself and identifying the answers are the key to a successful event. Always establish tangible goals and objectives start by asking yourself: why are you organizing this event? Know everything beforehand so that every part of your event is optimized for success.