Event organizing has become very demanding and paying attention to the little details is critical to be successful. As an event organizer, you always need to be on top of your organizing skills to stay in business. Being an event organizer, your company can be hired to organize a social or corporate event or you may decide to come up with one. Whatever the situation, everything should be on point from hiring a venue to running promotional adverts and lighting to ticketing. Here are five ways to get the best out of your event and take it to the next level.
Whether experienced or a first-time event organizer, you need to always put your research cap on. Every event comes with its own intricacies. Research the location if it’s your first time organizing a program in that area. Also, by relying on previous event data, study people’s responses to events of your kind. This will help you put up the best strategy possible, taking into consideration all possible challenges.
No two events are the same even if the same number of audiences is expected. Therefore, strategies you employ for one event may not work for another. For example, the attention, resources, personnel, and energy required for a music concert in New York City, wouldn’t be the same as one in California. That aside, you cannot approach an outdoor event the same way as an indoor one. The requirements for each differ significantly.
Depending on the type of event, you should first consider the goals and objectives of the promoter and sponsors. Their perceived results must align with whatever preparation you make. You then prepare a budget taking cognizance of venue, lighting, sound, and everything needed for a successful event. For the venue, you should always have a plan B in case the first one fails.
Afterward, build a strong, self-motivated, and result-oriented team with specific responsibilities and targets. Have a team that takes care of logistics, deals with suppliers, is in charge of venue preparation, etc. Such, ensure that all hands are on deck for a successful outcome.
Your audience really matters when organizing an event, because without them there can’t be an event. Are you aiming at the younger generation, middle age, seniors, males or females, or it’s something for all age groups? It all depends on the program’s goals and objectives. For example, when organizing a Hip pop music concert, your targets will surely be the youth and middle age groups. But an investment seminar will target the working class and the well-to-do, who are mostly middle age and seniors.
Knowing your targets, their needs, and their want is one of the best ways to meet their expectations.
You can’t have a successful event without having well-cut-out promotional strategies. Here, the time factor is also critical. Don’t wait until a few days before the event to start your promotional and marketing campaigns. There are various avenues to do this; whether by using traditional or digital media platforms or both. Note, your target audience will decide which to go for.
For an event targeted at the youth and middle age group, you can rely on social media campaigns, and TV and Radio adverts. On social media, you can reach thousands of your target audience by running targeted ads. You can also interact with them in real-time, answer questions, and provide the necessary details. For radio and TV ads, you can partner with specific media houses and run radio commercials to get your messages across to your targets.
Newspapers, email messages, and radio adverts can be sources for promotions when dealing with seniors.
Whichever platforms you choose, create a short video and audio advert that would be used across board. Both audio and visual ads must have the same content, should be brief and accurate, and must communicate a clear message to your audience.
Ticketing is one of the most crucial aspects of event organizing. Bigger events like musical concerts, award ceremonies, or premiering require the sales of a high number of tickets. Of course, modern technology offers several options on how patrons can purchase tickets including on the internet or through mobile short code. But, not everyone is tech-savvy; hence, you should also sell tickets at the event venue and other selected places.
Doing this can significantly improve attendance. But that doesn’t come without risk. Some people may want to take advantage of the system. This is why you may need a special identifier like tyvek wristbands and bracelets, a short-term identification band ideal for concerts, sporting events, etc. It helps you to easily screen patrons at the gate. With such a mechanism, people can hardly enter without paying, and you can account for every single person.
Event organizing is all about planning, communicating, and executing the plans. By relying on past events data and statistics, you can prevent shortfalls and mistakes, peculiar to such events. Also, make good use of digital marketing for your promotional campaigns. With this, you can easily attract patrons, and take your event to the next level.
