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How to Organise an Event Successfully

How to Organise an Event Successfully

The assignment has been given, but you don’t know where to start when organising a successful event. Below, you will find a whole range of helpful tips.

What makes an event successful?

An event of any format, whether it is a small corporate meeting or a grand event, can be either wonderfully successful or disastrous. A disastrous result is influenced by many factors: untimely organization, lack of a venue for the celebration, ignorance of the services offered on the market, poor quality products, and guests who are bored at the event as a result. To make your event a success, learn how to successfully plan and organise an event and avoid these worst-case scenarios.

Types of events

Here are the most common types of corporate events you may need to work with:

  • Seminars and conferences
  • Trade shows
  • Retreats and incentive programs
  • Golf events
  • Gala dinners
  • Appreciation events
  • Company or organisation milestones and anniversaries
  • Team-building events
  • Charity events

For successful organisation of various event types, feel free to look through our post on successful event planning.

How to plan a successful event in Asia step by step

Want to know how to plan a successful event? Here are some key areas to start with.

Decide the budget

It’s worth the extra preparation time to consider all the possible nuances associated with the finances and staff involved in the project. Any budget should be planned wisely to reduce unreasonable expenses and possibly save on important aspects of the event.

Define the event objectives

The first thing the event manager does is define the goals of the event. The objectives of the work may be different, but they all will help make clear who the audience is that the manager is organising the event for.

Decide the format and theme

No one else knows what ideas and concepts are perfect for your client’s program like you do. Your task is to help choose the theme and make sure your clients have a good time at their event. Connect the goal with the concept and format of the event, and look for organic but creative solutions.

Create a guest list

Make a list of your guests, and inform your staff of this list. You can use guest lists throughout your planning process.

Find a venue

A little further in the planning stage, it’s important to determine the date, site, and speakers (if any). Sometimes the chosen venue or date will dictate the rules, so look for advantages so you can benefit from all conditions.

Select your ticketing or registration platform

The process of organising an event requires not only interesting and unique ideas but also involves painstaking work with documents, contracts, and estimates. Choose the right platform to get rid of unnecessary extra manual work.

Approach sponsors

If you need sponsors to be at your event, approach them in advance. They may be very busy, and you may miss them because of competitors’ proposals to sponsor their events.

Develop marketing and advertising

Engage all resources, combine free and paid tools, test different methods, and use only what works with a small budget or audience.

Make the final preparations

Anticipate all possible problems, and make a list of solutions for the worst situations in advance. The final stage is connected with contractors and partners as well as the consolidation of all reports and estimates. Don’t forget to collect guest reviews.

How to manage your event

Make a checklist of tasks for each stage. Be sure to write down the deadlines for the tasks as well as those who are responsible. Keep the risk to a minimum, and try to ensure that events are going according to your event management plan. Careful preparation, selection of reliable partners, and coordination of the key points will all allow you to hold a high-level event.

Event ideas to inspire your attendees

Have no idea how to organise a successful event? Here are some creative ideas to rework your events and make them more exciting. Include them in your steps to planning a successful event, if your budget allows.

  1. Create a 60-meter wall made of 3,700 red plastic cups to welcome the guests, and make sure it’s branded. This construction along the red carpet will serve as a decoration, a press wall, and a unique background for photos of guests.
  2. Design a menu of seven easy and tasty takeaways inspired by a children’s game for your charity event. Since the dishes are simple and do not require special serving, this won’t be much trouble, and the fundraising will be a success after the public engagement.
  3. Make extravagant decorations like statutes interspersed with orchids, lilies, ferns, etc.

You never know what makes an event successful, so the sky’s the limit when thinking of ideas and concepts for attracting more new guests.

Tips on how to make your event successful

You will definitely need some tips on how to plan a successful event and avoid mistakes. Here are our best tips:

Use event planning software

Apply modern event technology apps in everything you do with your events.

Set SMART objectives

It is worth remembering that the purpose, idea, concept, and other event expectations should be realistic and easily measured.

Understand who your main audience is

As soon as the key points are agreed upon and the audience is defined, the main part of the work begins: promotion of the event and active work with the target audience.

Analyse your metrics

The technology for organizing an event has its own specifics: you can only improve what you can count. Learn to set measurable goals, and it will be easier to achieve them.

Pick the right team

Hire your team and contractors wisely. They should be reliable and on time. Ask them to follow these tips for successful event planning.

Promote your event

Choose and stick to your event promotion plan. Pay careful attention to any possible setbacks so that you can prevent them. Maximise event marketing with GEVME.

What else you should keep in mind? 

In the end, you have to collect all guest contacts, photo reports, and video reports; launch post releases; and post all information on websites and social networks to boost success after the event. Do you want to create a successful event and make it truly effective, fun, and professional? You can use our special service to manage an event and be a successful planner no matter what.
Feel free to leave your suggestions in the comments section below.

Unleash your creativity and turn any virtual event idea into reality

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