Planning a successful event can sound like a handful, particularly since there are so many things you need to take into account. It’s not just about planning the key features and leading events and tasks but also about the minute details, the things that are so ubiquitous that most people aren’t even aware of their existence but which can nonetheless make or break a gathering. And, of course, you must be prepared for the unexpected. If that already seems too much to handle, you’ll be pleased to hear there are ways to make it all work and ensure your event is spectacular.
The core features
When you’re a business owner, bringing a large portion of your customers can be quite the test. To start off well, make sure to get all the core features well-organised and planned. The venue is one of the most essential aspects. You can look into the different types of event tents, such as small, distinctive pagoda ones, study aluminium tents or unique, large ones that can act as a centrepiece for the event and have a weight-bearing capacity of 1500 kg. The size of the tent you need will depend on the amount of equipment you require.
The main advantage that comes with choosing a tent instead of something more permanent is that it can be adjusted and customised however you need. Since last-minute changes are possible, all you’ll have to do is make the necessary modifications instead of having to deal with the hassle of finding and booking a new avenue on such short notice. The chances of not finding what you need or paying a costly fee are pretty high. Picking a tent removes some of the stress associated with organising.
Make sure to get your budget in order as well, and account for all the vendors, advertising and rentals you’ll need to pay. It’s also a good idea to have some extra money readily available just in case something unexpected comes up.
Having clear-cut metrics of what you expect from your event will allow you to measure your success and determine whether you’ve succeeded in achieving your goals. It can also serve as a way to decide what you should change going forward and how you can make future events much better. To determine your goals, you must establish the fundamental purpose of your event, what you wish to achieve, and the definitive metrics on which you’ll measure your success.
For instance, if your goal was to attract 500 guests and sell 200 products, and these numbers were reached or even exceeded, you can be confident that the event was a success. Tangible goals are easy to keep track of and measure, so it’s essential to include them in your plans. However, most businesses also work with more intangible ones. These can involve raising awareness or attracting new customers. To determine your wins in this area, you might have to wait for a few months to clearly understand what you achieved.
You can’t organise an event all on your own. You’ll need the help of a committed team that can handle the tasks you delegate to them. If you believe your staff cannot handle everything on their own, you can always recruit and train volunteers for the event. Make sure everybody’s role is very well-defined, so there’s no confusion about what anyone needs to do, and there are no tasks that are left unattended. You’ll need people in charge of parking, registrations, cloak checks, registration and set-ups.
Refreshments are essential as well. Make sure the amount of food and beverages you’ll have available should match the number of tickets you’ll sell. This way, you avoid waste and spending money unnecessarily. If you want to buy some of the items a little earlier, you can store them in industrial tents equipped with insulation and maintain regular temperatures inside to avoid spoilage.
Your team can also handle the entertainment. You might want a DJ at your venue, meaning you’ll need to provide loudspeakers and other electroacoustic equipment that can support the event. Someone should also be in charge of marketing. Online advertising is essential, as most people get their information from social media. This way, you’ll be able to reach a more significant number of people who might be interested, boosting your engagement rates and revenue.
Getting special guests that will get the public excited is the best way to guarantee great turnout. Some people you should consider are industry leaders or experts on a subject you want to discuss. There are several platforms and sites that let you connect with someone who has substantial knowledge on relevant topics or who has joined numerous events like this in the past and is therefore aware of what it takes to make them successful.
To get a better idea of what the people want to see, you should ask your team members and even the public about what they’d like to see. Create surveys and ask people to send their suggestions. You might even be able to provide something completely new that can satisfy the wishes of a more significant number of people.
The bottom line
The best-organised event is one that is visible. This way, you are sure that everyone interested in your products or services will join. You want to get as many attendees as possible, but you also need to guarantee that they’ll be entertained throughout the duration of the gathering. To achieve this, you must be well-prepared. Starting well in advance lets you add the finishing touches and allows you to discover any weak areas in your plan that could be remedied.
If you do everything at the last minute, you won’t have time to iron out the kinks, and your event will end up being fundamentally flawed. Since you want to avoid this and ensure the absolute best possible results, you need to put in your time and effort. It will all pay off in the end.