This article will guide you through the stages to successfully; Plan, Promote, and Execute a Memorable Event. Use this guide to host events of all sizes.
1. Determine the Type of Event You will Like to Host: Will it be a Private, Public, or Corporate function?
2. Define the Objective You Wish to Accomplish with the Event: Will you be promoting a product, service, or raising awareness?
3. Identify the Target Audience that Will Benefit from Your Event: Are you just inviting your friends and family, or are you inviting people with specific interests?
4. Decide on a Date and Time for the Event: Depending on the size and type of event, it is important to ensure that your event does not take place on the same day or weekend as a popular event. Your audience can only be at one place at a time.
5. Consider Locations and Types of Setting to Host the Event: Depending on the season, and type of event you are hosting, you should consider the most effective setting to host the event, Indoors or Outdoors. If you choose to host it indoors, how much space will you need? Is a Banquet Hall sufficient or do you require a Convention Center. If you choose to host it outdoors, you will need to find a large open field that suits the objective of your event. Public Schools and Parks are ideal locations to host outdoor events, be sure to contact your city officials for permit details.
6. Consider Partnering with Local Businesses and Organizations for Sponsorship Support: Many business and organizations are happy to contribute to the success of your event, through donations of monies, volunteers and/or equipment. Encourage larger contribution from a sponsor by promoting the sponsor's name and logo in your event's promotion materials, based on the size of contribution. Small contributions might only display a sponsor's logo, while larger contributions might earn a sponsor front page exposure, and/or business details in the event brochure.
7. Create an Event Budget: A budget is an essential component to the success of your event. A written and organized budget will keep you on track and keep you within your financial limits. Most sponsors might request a copy of the event budget, to ensure that their contribution is being used effectively.
8. Determine Deadlines: Make a time-line that outlines the progression of the planning stages. Define the responsibilities of each individual involved in the planning process. Who will be responsible for booking the venue, renting event supplies, contacting sponsors and so on? Ensure that you give clear instruction to all those involved in the planning process, in order to avoid confusion, duplication of effort and most importantly waste of resources.
9. Create an Event Program: Outline how the event will progress, from start to finish. This can be accomplished using printed programs given to each guest at the beginning of the event, or simply announced at the introduction.
10. Special Guest(s): Often the presence of an important person or group at your event will increase the number of guests in attendance. Politicians, Celebrities, Athletes, and Industry Experts are great for encouraging a greater guest turnout; however they could be quite costly to book. Many will appear at no charge if they support the objective of the event.
11. Equipment: After you have determined where to host the event, it is important to consider whether the necessary equipment will be supplied by the venue or you will need to rent them. If you choose to host your event indoors, you will need to consider renting various items such as; Chairs, Tables, Linens, and etc, to accommodate your guests. If it is an outdoor event, depending on the season of course, a function under a rented tent will shelter you and your guests from the elements while enjoying the outdoors. Renting a tent and all the necessary equipment to host an outdoor event is quite simply. A reputable party rental company can guide you through the renting process and advise you on the type of structure to suit your event.
12. Awards: Determine whether your event will have an awards portion, if so who will be making the presentation and who will be receiving it. Ensure that the recipient is on the guest list, and remains oblivious to the fact.
13. Event Promotion: There are many methods in which you can employ when promoting your event. Press Release, Print Advertising, Web Advertising, Classified Advertising, Face Book Advertising, and Word of Mouth are all effective methods to promote your event. Decide which method is appropriate for your event, and who will be responsible to disseminate the details. Also who will be responsible to handle public inquires and media relations.
14. Execute: It's the day of the event, and you are calm and relaxed because everything goes as planned. All necessary supplies have arrived on schedule, the venue is full of guests and everyone is having a good time. Your event is one to be remembered and your guests are looking forward to the next one.
15. Quick Note: Ensure that you take into consideration these special items if needed; Food, Music, Decorations, Flowers, Photography/Video, Clean Up and so on. Also remember to take photos throughout the event, these could be used to promote the event if it happens to be an annual occasion, or simply for memory.
No comments:
Post a Comment