Events serve as an opportunity for brands to interact with their target audience, associates, and clients in an interactive setting. 89% of event managers say they are critical in reaching key business objectives.
It can often be a hassle to manage events, especially if you have many or multiple events to take care of. We’ve come up with some handy tips to help you up your event management game with ease.
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6 ways to improve your event organization
When it comes to event planning, this is organization. You need to plan out the event in advance regarding the venue, attendees, and key moments of the event. Be prepared for contingencies and focus on giving your attendees a rewarding experience.
Here are a few simple ways you can improve your event organization:
1.Set a goal
While the goal of any event is to help a brand create and nurture meaningful relations with its associates, it’s important to set a more precise objective for every event. For example, an event could be for unveiling your new product and getting the word going about it.
Another event could be meant to attract more clients by educating them about your brand. One could be to celebrate the bonds you have formed with your customers. By setting a clear objective, you can streamline your operations to work toward it.
An event meant to unveil a product will focus on the key moment of the unveiling and get the attendees talking about it. The one meant to celebrate bonds will focus on giveaways and content among attendees to ensure they have a good time.
2.Plan it out
Once you have set the objectives, you can plan your event accordingly. Establish the key details of the event such as the key moments, attendees, participants, and the marketing around it. Decide on supporting details such as entry and exit of attendees and catering.
Make sure to leave room for contingencies as events are inherently flexible in nature. Create a schedule and start working on it right away. Tasks such as securing the venue, and selecting the caterer and entertainment are better when done in advance.
Planning in advance also helps you save time and resources. Booking a venue is likely to cost less when you do it months in advance as compared to last-minute bookings. Similarly, attendees coming from far away places can also be accommodated well.
3.Use technology to your aid
Using the right technology has been shown to reduce costs by up to 30% and increase productivity. Using technology to aid event management can drastically reduce the hustle that comes with it.
80% of event planners use an event management platform like Eventtia in some capacity to manage their events. It helps you set up events in minutes by bringing all its aspects under one roof. It streamlines operations while allowing you to see how one facet affects the other.
Take care of everything from inviting and coordinating with attendees, managing the staff, and staging the key moments of the event. It also helps you give your team clear job roles during the event and take care of contingencies that may arise.
4.Communicate with the attendees
The key objective of any event is to form and nurture strong bonds with clients, associates, and the target audience. For this, it’s important to keep communicating with your attendees and participants well before the event all the way through the end of the event.
Begin by collecting relevant information about them when they enroll with you. Send them a confirmation email regarding their participation. Keep in touch to update them about any last-minute changes as well as remind them about the approaching event.
Check in with them right before the event to make sure they’re attending. Update them about upcoming key moments during the event. Once the event is over, send them a survey to get feedback about their time at the event. This is valuable information that puts your management in perspective and gives you insight into what to do better the next time.
One of the most constant aspects of event planning is the propensity and possibility of change at any moment. You need to be on your toes when planning an event as contingencies can arise at any point and you will need to come up with quick solutions.
Planning everything in advance does help reduce the possibilities of unexpected changes, but you also need to spare room for changes while you plan. When a contingency arrives, come up with a backup plan that requires the least shakeup of the preexisting schedule.
Then implement those changes with the help of your team. Notify the vendors, participants, and attendees about the change as soon as possible. Use a neutral and positive tone when communicating with your team or attendees about the change so that they don’t panic.
Don’t just go from one event to the other. Look back at every event you complete and evaluate your management. Collect feedback from your team, vendors, attendees, participants, and sponsors to get a fair idea about the success of the event.
Sending out survey forms to the involved parties is an efficient way to collect feedback. It gives them options to choose from without putting in too much effort. That said, you should always leave a segment for them to put in their unique thoughts.
Store the information in an organized manner. Revisit and use the feedback provided to better your next event. For example, if the attendees found the refreshment to not be up to the mark, you may take it up with the caterer to improve it. Or you may look for a completely new alternative for the refreshments the next time.
Events are the soul of business relations
Events give brands opportunities to connect with their clients, customers, and associates and form lasting relations for the future.
Effective event management helps you create a rewarding experience for both your brand as well as the attendees. Plan them out in advance, leave out space for contingencies, and always keep everyone involved in the loop to ace events and grow your brand.