At some point, when we reopen, we will be invited to or asked to plan either a business or personal event. Planning an event can be a great opportunity or a stress filled disaster, so have the right people behind you and a well defined goal in place. Be grateful to those who take on the challenges of organizing this important task.
Here are some considerations when organizing your event:
Health and Safety First The COVID-19 crisis has changed the way we do things. So please take into account proper health and safety practices.
Goals and Time The first consideration is to determine the goal of your event. It could be a single goal of planning a wedding. It could also be complex such as a business event for education and to prospect for new clients. Either single or complex, a clear goal at the start means better communication throughout the planning and gives a means to measure your success at the end.
Enlist Your Team Very few events are planned and executed by just one person. Most involve a team of dedicated volunteers with a clear vision and interest in the end goal. Reaching out early to recruit help ensures more availability and flexibility .
This team can also reach out to their contacts to find team members. Creating a list of potential obs to be filled helps to place people into groups. Finding out what talent you have available will help to ensure your helpers are happy with their tasks.
Having one person from each group available to meet for planning updates helps the whole group keep in touch and is key to eliminating surprises and confusion.
Service groups can be very helpful. Sponsors may be willing to donate some services and staff to the group. For personal events, reaching out to the family members could help in finding donations of talents and time.
Perhaps a family member is a photographer or maybe a food service provider. Perhaps someone has decorating skills they are willing to donate. This can all help reduce the workload and may save some money as well.
Budget
It is important to determine if you have money on hand or if you need to raise money to fund your event. Sponsorship donations in exchange for social media posting and signage at the event will increase the funds available.
Swag bags for attendees can be filled by the sponsors to increase advertising. Edible Promotions Inc. has many swag items including custom mint bags, chocolate bars, chocolate golf balls and tees, custom popcorn bags and an assortment of candy bags and cookies.
The Venue costs will depend on location, and season and the size of the space needed. Many have seasonal rates and early booking rates. The costs for signage occur before your event to promote the event and during your event to direct your guests. Registration signage and washroom signage and room signage are all to be considered.
Food is a major cost to any event. You need to consider if a full sit down meal or a self service buffet is in your budget. Working out a meal plan with the catering company and a time schedule for food service will help to keep your event on track. Every event needs to include some clean up afterwards. Consider if you have volunteers for this or do you need to hire a clean up crew. Perhaps your venue provides this service after your event, and this could be a negotiating point when booking your venue.
Marketing costs will be a large part of the budget. An initial “Save the Date” email blast can start the process. This can be completed by someone on the team who has some social media experience. You may need to hire someone to create and monitor a website for your event. This site should be linked to the websites of your sponsors and also to any guest speakers. Social media posts both organic and inorganic should drive interest to the website.
Early bird pricing options can bring in revenue at the start of planning the event. This revenue will then help to pay for deposits for services related to things like food, photography, music and other special services. Having early ticket sales also shows interest in your event, which creates a sense of excitement for other ticket purchasers. If these early ticket sales are slow then you should consider that you will need more media exposure.
Event Day Now that you have all your people and signage in place, you are ready to make a great impression. It is time to welcome your guests. Parking attendants have organized parking and coat check people have made a comfortable difference. Registration can begin with multiple stations , and it is recommended to have an area for people to mingle to prevent crowding in this area.
The music and microphones should be checked early so they function properly, and the food service people should be consulted so they are on schedule. Someone can be handing out the swag bags and answering questions and greeting people with big smiles. If children are part of this event, an activity area can keep them busy while their parents get registered. A simple “Agenda of Events” sheet at each table can keep guests informed of the day’s event schedule.
After Your Event Now it’s time to take a moment to thank your volunteers and recognize them for their work. Making sure your clean up crew knows where to return equipment and dealing with a lost and found box are now on the task list. It’s time to write a thank you letter to your sponsors and to ask for their impressions. Thank all those who attended and ask for feedback by email. Don’t for get to follow up with any prospects. It’s time to measure the information you have received which will help you to plan your next event.
Did you reach your goal? Was your event profitable? Did you leave a lasting favourable impression? Take a bow, and take a well deserved rest.
