What does it mean to have a successful event for your company? A successful event could mean profit, company development and high employee morale. It needs to be executed smoothly with a clear agenda, be inclusive and on brand, and, most importantly, planned to perfection with a goal in mind. If you know your goal, you can plan effectively.
Inclusivity is particularly important, so consider your audience and the different segments that make it up. Every group or type of attendee you identify needs to be taken into account with a degree of personalisation at the event.
The earlier you plan the better. You will avoid confusion, over paying or letting guests down if you start earlier than you think you need to. Guests will not let you forget a bad event and it could be a permanent stain on your brand.
Pick a date and send invites out as soon as possible. Take into account the company’s corporate calendar and the demographics of your guests. What are you guests schedules and what does that mean for planning? For example, when are people on holiday and what times do people need to be with their children. There doesn’t need to be any detail or even anything booked, but it is crucial that your guests don’t get booked up. Six months before the event is good notice, any later and guests will start making plans. Having a date also gives you a firm point to aim for and should help planning move along quicker. You will no longer have to deal with multiple options complicating things as you can narrow down your activities based on the date. There is nothing worse than having too many ideas being thrown around for too long while nothing is actually being put in place.
Think about what ethos you want to cultivate, what you want to communicate and get a good team together, ideally from different backgrounds and areas. A varied team will mean a more interesting and well thought out event. Then you can brainstorm with a team and write down every idea – absolutely everything, nothing is too crazy. Everyone should feel involved and excited, so while someone could always facilitate there should not be one leader dictating everything or the enthusiasm may wain and the event could suffer.
Put tasks into categories – such as venue, food, entertainment, and marketing – and concentrate on one at a time. Marketing your product effectively is crucial. You should send teasers, revealing key info clearly while keeping excitement levels high. This needs to be well thought out and executed at particular times, so consider using email newsletter software to get your marketing clean, clear and on time. A good email strategy means people will pay attention, have all the information at the top of their minds and help you spread the word of the event with the enthusiasm you will have cultivated.
Keep notes on everything, plan every detail, think outside the box and create a killer marketing campaign and your event will be a success.