How to plan a big event successfully?
Organizing an event is always a big challenge: there are many
variables involved in the process. It is necessary to coordinate several suppliers,
define efficient logistics and, of course, please the guests. And do you know
which part scares the organizers the most? Answer the question: how to organize
a successful event?
Precisely for this reason, event planning is essential for
any organizer. After all, this is a way to minimize possible problems, optimize
processes, and guarantee the best results. But when we talk about events large -
for many participants, many days long, many themes or environments - the
challenge is even greater. It is necessary to have a lot of organization and
commitment to ensure that everything goes according to plan. In this sense,
having a team and trusted partners can make all the difference.
In this article, we will evaluate the step-by-step for the
organization of a major event, analyzing everything that deserves special
attention and that must be observed, decided and monitored by the person in
charge. As I said, I will show you step by step to help with your planning, but
it is essential that the person responsible for this task has a good ability to
deal with a large volume of information, to communicate with people from the
most diverse areas of activity and, still, waist game to deal with the unforeseen.
After all, we already know: they happen!
So the more organized the process, the better. It is
important to note the information related to the event, save the contacts of
suppliers and partners essential for the occasion and have it all well
organized, as this data will be essential throughout the preparation of the
event.
Understand
the importance of defining a strategy in the organization of events
It is impossible to think about how to organize a successful event without a well-defined strategy. It should be the producer's
responsibility to draw up a detailed plan for all stages of the event's organization,
delegating responsibilities, choosing priorities and taking the time to monitor
everything that is happening.
Before thinking about practical details, the organization
must have a very clear vision of the objectives and persona of the event. So it
is important to ask yourself:
- Where does
my company wants to go with this event?
- What does
my event generate value for participants?
- What is the main differentiator of my event?
- Who will be
the participants and what are their main demands?
- What does
each of the different audiences expects from this event?
- How can I
surprise and, at the same time, deliver everything that the participants
expect?
- Who are the
ideal suppliers to perform at this event?
Anyway, there are dozens of questions that will help in
defining a strategic plan for the event, ensuring that it meets its objectives
and brings the expected results. Don't forget: it is very important to have
well-defined goals. After all, they will determine what the best strategies
are.
In defining your strategy, don't forget two fundamental
points: technology and suppliers! Understand the importance of these in the
following topics.
4
unmissable steps to make a big event successful!
1. Set objectives and goals
In addition to all of this, as I mentioned at the beginning
of the text, it is essential to understand that planning starts well in advance:
- Anticipate
to set dates;
- Set
goals;
- Align
deadlines with the most diverse suppliers.
All of this is decisive so that, on the big day, things
happen as you envisioned and as the participants expect (or even better!)
We will then assess what are the fundamental steps of event
planning, going through strategy, organization, the importance of prioritizing
decisive issues such as date and location, tips for better use of time and much
more.
2. Take care of your suppliers
Another key point for the strategy of a successful event is
the relationship with the suppliers of your event. After all, the event will
only happen as planned if each of the contracted suppliers fulfills its part and
delivers its product or service within the agreed conditions, with quality and
on time.
Therefore, invest
time in the search for the best suppliers and build a partnership
relationship with them. To help you with this, check out this blog post
talking about 5 tips to quote the
suppliers of your event Have no doubt that it is much more interesting
to have a shortlist of trusted suppliers, who already know your demands, then
a long list of companies with whom you never feel totally at ease working.
3. Know how to plan and organize
The chances of success of an event
prepared on an urgent basis are much less than when you have a comfortable time
frame to take care of every detail. Of course, this is not a law: anyone
dealing with events needs to be on hand to know how to organize an event
whenever necessary - which can often mean a few hours. However, thinking about
the ideal situation, nothing better than planning and timing to help
you. So, how about making an annual forecast of those events that always
repeat, organizing your work routine so that they can be prepared with the deadline they deserve?
For specific events, which are
decided according to specific situations or demands, always try to reserve A good security period. Establish a sufficient number of days to:
- Contact
and negotiate with suppliers;
- Publicize
your event;
- Make
sure everything is working.
There is no ideal time frame for
planning and organizing an event. Everything is related to the size, the
number of guests, and the occasion.
4. Bet on technology
Have no doubts: Technology
is one of the greatest allies in organizing an event.
Currently, it is possible to count on several tools that help you to organize the information, to optimize the experience of its participants and to publicize the event - among many other functions. So it is worth doing a search to find out what are the technological resources that are all about your event. This resource can, for example, be an exclusive application at your event, with several features that will delight the participants and facilitate the management of producers. It can also be a website (yes, this is technology!), an online ticket sales platform, or those badge readers for exhibitors. In fact, it can be an infinite number of things! Use your creativity!
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