Setting an agenda for an event is very important for actually planning and organizing the event. It’s important to do so, as it helps to understand and make the list of required resources for conducting the entire event without any setbacks. Creating an agenda is as important as pitching an event concept, or making decisions regarding the event planning.
A comprehensive agenda contains the instructions about what should be done in case anything goes wrong. The agenda is shared with other team members so as to inform them of the plan and how to manage everything.
How to start
Since you only get twenty minutes for pitching an event idea, it’s important to capture the client’s attention from the very beginning. You can do so by using hooks as the starting points. Some examples of hooks include:
- start by asking a question;
- using a quotation;
- opening with something shocking;
- using humor or relating to current affairs.
Prepare a plan for your presentation
First off, it’s extremely important for you, as an event planner, to know what you’re selling when pitching an event. Your presentation should focus on why your audience should care about your event. It’s very important to simplify all the data and ideas in a simple yet comprehensive layman language for an event pitch. If you use jargon in your presentation, then your event idea may not be easily understood by everyone. Set an agenda for your presentation. Rehearse for your presentation as much as possible before facing the audience.
Prepare a list of success key factors of your future event
If possible, invite a guest speaker for your event. A local celebrity does the job and raises awareness on a greater scale. If there is a guest speaker willing to grace your event, the event will be an even bigger hit than assumed and guests will love it. Also, it will increase your reputation as an event planner.
Make invitation emails and cards and send them to your target audience. Ask them to reply with whether or not they are going to attend the event. This will help you plan more efficiently because you will know the precise number of people attending.
Backups should be available in case something goes wrong. Responsibilities should be distributed and assigned to teams which will later help in managing the entire event.
Best Subject Line for your Presentation
Give your presentation a very interesting title for event pitching. Don’t waste your time with meaningless details. Start before they can even utter a word and tell then what is about to be served to them. The subject line should be catchy and relevant. It should make them want to go through the entire presentation.
How to create a presentation for an event pitch
As a pitching event organizer, it’s your job to help the clients piece together the different parts of the event during the pitch itself so that they can envision what you have in your head for the event. An amazing way to do this is by painting the picture of the event and keeping it in front of the audience so that they can see and imagine the live version of the event.
The presentation should be full of pictures to help them understand what type of work you’re talking about. You might be experienced and efficient in your work but your client may have no knowledge of event planning techniques. So, you must be patient and show them various examples.
For example, when you tell them that you’ll put the yellow orchids on stage in a webbed manner; show them a picture depicting what you mean. Describe the event with specific details by mentioning the colors, materials used, objects, arrangements and more, so that they can clearly visualize the event.
Tell stories about your experience
Everyone loves to hear interesting stories. Stories act as a backbone to the presentation. They show your ability as an event planner and help the audience grasp your idea. When you paint the picture with stories relating to past events you have organized, they realize how experienced you are and learn the success of your past events. Narrating stories is an amazing way to gel up the different parts of the presentation in a combined form while keeping the audience hooked.
Prepare answers for popular Questions
There can be a lot of questions that come up later on related to the event and presentation. You might use some terms which they may not innately understand. Your ideas could even be a little unclear to them. So, prepare yourself in such a manner that you can tend to each and every question thrown your way with confidence and clarity. Use references and examples to explain your point whenever possible. Don’t be closed in your approach. Invite them to ask more questions and be comfortable around you. That way, you’ll turn out to be an extremely efficient event planner.
End of conversation
This is the part that most people ignore, but an important one that should be given extra special attention. Instead of finishing off your presentation with the generic “Do you have any questions?”, involve the audience by letting them answer. For example, rephrase the earlier question with, “what else would you like to know?” This will prompt them to engage in further discussions about the event.
It’s important to know how to end the pitch of an event with a conversational invitation. Some examples of ending the pitch of an event with a conversation include:
- laying out alternative ideas and asking them to choose;
- telling the audience what next actions are going to be taken;
- summarizing the entire event presentation;
- finishing with an incentive.
This last part may seem simple, but it’s one of the most important. How you end your pitch is, how your audience will remember your presentation. Therefore, make sure it’s something that resonates well with them.