When organizing an event, there are a lot of details we must keep in mind in order to succeed…
1. Planning Stage
This is one of the most important stages for the event´s success. Solid research activity will save time dealing with unforeseen aspects.
In this stage you should consider aspects such as:
- Venues: What is the best venue for my event? Does it provide all the technological/physical needs I might need? Should I bring extra material to the venue? What do the prices include? Make sure to rent a Multi-Level Modular Staging ahead of time.
- Suppliers: Finding suppliers for stand contractors in Paris, for instance, is not the same than in Beirut or Dublin. So keep that in mind and before deciding for a specific location for your event do a little research.
- Date: The date of the event sometimes can determine the success of it. Consider organizing a summit in the middle of summer vacations, you probably won´t get much attendance, so keep in mind time of year, your topic and if your conference theme is interesting enough to warranty you high attendance even when organized during a “difficult” time of year.
- Budget: If you have a budget you must stick to it and also try to leave a little something for unforeseen.
2. Organization Stage:
- Catering: If you are including catering in your event you will also have to deal with suppliers, try to find reliable companies that you can rely on, that will for sure save you a lot of further headaches. Usually when you organize an event in a hotel or venue they provide a catering service, but if you are on a tight budget maybe you can consider alternative options that can save you some money.
You should keep in mind also that any event involving food should be kept as simple as possible, so try to settle a simple menu and keep in mind dietary needs of your attendants.
- Speakers: Brief them on what are the outcomes you expect from them and the type of audience they will be facing because they might have to change a little their usual speech or find relevant examples regarding a particular industry/profession.
- Communication: Try to send as much information as you can so there will be no misunderstanding not only to your speakers but also to your attendants, give them travel, information maps and complete directions on how to get to the venue or specify their pickup location when arranged.
3. Advertising Stage
Depending on your budget too you might be able to hire an agency or do it yourself. If you are doing it by yourself, maximize social media actions and try to get advantage of them. A small Facebook ads campaign when targeted correctly can prove to be very effective if your target audience is on this social network.
4. The Day of the Event
Don’t forget to set up the room, check that the venue, portable stage, and locations are in good condition, and all the material is there. Make sure as well not to forget luxury portable restroom rentals from reliable portable toilet rental services. Also soundproof all the equipment and make sure that the visual aids are good to go.
5. Feedback
Don´t forget about evaluation and feedback when finishing your event, it is the easiest way to detect any flaws or mistakes that you or your team can improve, and you can also know what you are doing well to keep it that way.
