An event can make or break an important campaign. If you need to plan and organize one for your business, but you have zero event experience, you don’t need to worry. I am here to help you through these guidelines.
1. Get Out The Whiteboard
Whatever your goal is, you will need to whiteboard a strategy for your future event. A professional event agency believes that if you are planning a big or small event, you need to craft an effective strategy. Once you have determined the objective of your event, think about how you can communicate the perfect message for your target audience. Do you want to introduce new products and services? Run a demo for analysts? Then, create top-quality content and measure the outcome.
2. Bring Up Budget
If you want to follow your budget strictly, then you should follow your checklists religiously. First, outline your goals. Then, think about how much it will cost to reach all of these goals. Ideally, there must be a checklist for each cost item. There is a corresponding price for every invitation, sign, beverage, giveaway, and digital campaign. Determine the overall price tag, and contemplate on how much you are willing to spend.
3. A Time and Place for Every Event
Are you planning an event for managers and executives? Is this occasion a part of your brand awareness campaign or demand generation strategy? The answers to these questions will determine where and when the event will happen.
If you are targeting executives, then you must organize a fancy lunch. For a networking event, evening cocktails are more appropriate. Make sure to think about these matters even before booking a location. You should understand how the environment can influence your purpose.
4. Iteration of an Invite
One of the most important aspects of the event planning process is the invitation preparation. Your invitations should be sent at the right time—not too early or too late. Sending them out 3 weeks before is highly recommended. However, if you want to get on the calendars of the most reputable executives, then you may want to send it out a bit earlier than that.
Make sure to include directions to the venue, to make it easier for the attendee. Invitations should be elaborate and detailed to serve its purpose well. If you want to further segment your invitations, you can consider marketing automation.
5. Walk a Mile
Make sure to visit the location days before the event. Imagine how you want your guests to experience the event. Where do you want to station your staff? Where should you position the registration table? Do you think there should be signs around the venue? You wouldn’t want your guests to feel confused. Walk a mile in your attendees’ shoes, and experience the overall “feel” of the event.