You are about to launch a new product or service or celebrate a milestone in your company, and you and your event planning team want to ensure your event is a success. The goal is to create a memorable experience your guests will talk about long after the event is over, strengthening your brand reputation and relationship with the community.
At the beginning of the event-planning process, decide how you want to celebrate your product launch, company milestone, or new service. Make sure whatever you are celebrating is the focal point for the event plan, ideas for the set-up, invitations, and promotional material. Jot down all of your ideas and create a sketch of the event; this is the perfect time to shoot for the moon and write down your biggest ideas, even a keynote speaker you think might be unattainable. As the planning process evolves, you’d be surprised how some big ideas come to fruition.
Define your budget, select your event planning team, and schedule check-in meetings as needed to stay on top of all the details for a successful event.
You will want to make sure you take heed of these seven tips when planning your next event so that your event exceeds your expectation.
- Start Planning As Soon As Possible: The most critical must-do step for event planners is to give yourself plenty of time to plan a successful event. Most events, even small events, will need to be planned anywhere between five to twelve months out to ensure you secure the venue and date you want as well as the guest speakers you’d like to invite. You’ll have to plan some events in a short time period, but as soon as you know your client or company wants to have an event, the best tip is to start the planning process.
- Know Your Audience: One of the most important aspects of event planning is knowing and understanding your audience so that you can deliver a meaningful and impactful event they will enjoy, leaving a lasting positive impression that elevates your brand and creates loyalty. How do you get to know your audience? First, you’ll want to identify who you want to invite. Will this event include employees, customers, and local community and business leaders, too? You most likely already know these audience members, what they like, and what inspires and drives them to take action. Build an event plan that addresses the needs and wants of all of your audience members. An event is an excellent opportunity to engage and show appreciation for your audience, building relationships that last. Include ideas in the event plan that your audience will love. This could be anything from recognizing employees with awards to adding a line of text under each name on a table-setting place card about how they have contributed to the community, and your company wants to thank them. An event is an excellent opportunity for you to be creative and show your audience they matter to you.
- Engage Your Stakeholders: Identify your stakeholder groups and invite someone from each group to have a seat at the planning table. It is essential to make sure all stakeholder groups can contribute to the planning process or the event itself. The more people you involve from the community in the planning process, the better. This ensures everyone has had a chance to contribute ideas and provide assistance in the way that they can, showing your stakeholders how much you value and appreciate them. They can also be a tremendous help in promoting the event to your audience members.
- Promote the Event: It’s true, you could have the best event in the world planned, but if no one knows about it, it won’t matter, and that is why a well-developed marketing plan should be created for the event. This is another reason to build in plenty of time before the event so that you can develop the plan, content, and all the assets you will need to promote the event (e.g., a landing page, invitation, flyer, social media campaign, graphics, banners, and any other creative elements you plan to include). Your marketing plan should aim to promote the event to your audience members, utilizing distribution channels that are the best fit for your organization, and invite your stakeholders to share the promotional material through their channels as well. Make it as easy for them as possible to share the message by sending everything they need to spread the word, like social media and newsletter content, graphics, and pre-written emails they can send to contacts in their network, to name a few.
- Communicate With Your Planning Team: Another must-do step is to make sure you are communicating all of the details and updates throughout the event planning process to your planning team members. While planning an event, things may change, like one of your guest speakers might suddenly have to back out of the engagement. Their name was mentioned in the social media campaign and event agenda that hasn’t gone to print. It may be on someone else’s to-do list, so having a way to communicate important updates to the team is vitally important to the success of an event, saving time and money. You could use email, text messages, virtual meetings, or project management software that allows you to communicate with all team members in real-time. No matter what you decide to use, keep the communication channels open.
- Have a Stellar Attitude: Whether you are a seasoned event planner or just starting, you probably know that events, even with the best and most thorough event and marketing plans, might encounter unexpected changes that are out of your control. Unanticipated inclement weather, the caterer is behind schedule. Any number of things could go wrong, but whether it’s weeks before the event or a sudden change five minutes before the event starts, the outcome will depend on how you and your team handle it. No matter what comes your way, you should always remain calm and stay positive. A great event planner and the team should communicate on-site in real-time and pivot to address any changes that arise with a positive can-do attitude.
- Extend Your Gratitude (It goes a long way): You did it! Your event was a success! Everyone had a great time, shared their exciting experience on social media, it was covered in the press, and there is still a buzz in the air about it. This is the time to thank everyone who helped make it a success. All of your stakeholder groups, including your guests, played a part in the event’s success. Make sure to thank all of them personally by sending thank you notes, posting on social media, or addressing them at the event. Gratitude and sincere appreciation help strengthen your relationships with the community and the people you serve, so make sure to include this step in your plans.