Top Tips to Plan the Perfect Event10 Feb 2016
How to make your event a huge success
At SIAN Events, we know that to create the perfect event takes meticulous preparation, organisation and exceptional attention to detail.
While each event is unique, whatever you have in mind there are many elements such as the venue, refreshments, and the entertainment that you provide, which will have to be researched and decided on.
So what makes an event a fantastic success? Here are some great tips to ensure that your event is one to remember.
1. Timing is everything
Efficient time management is one of the most important parts of event planning. You need to thoroughly understand how long each aspect of planning your event will take.
Create a timeline and be strict with your deadlines. Do a risk assessment so you know which parts of the event may be trickier to organise or those that have the potential to be delayed or fall through. Have a contingency plan in place so that you will be able to quickly come up with an alternative if anything does go wrong.
The timing of the event itself should also be carefully planned. If you need the event to stick to a rigid schedule, then you must ensure that everything is in place so that it can run without a hitch. Think about what you will do if certain aspects run over, or if there are any technical issues which could impact of the smooth running of your event.
Again have a backup plan in place so that if you do run into difficulty you can quickly and seamlessly put this plan into place and continue with the event despite any problems.
2. Make sure you have a clear goal in mind
No one plans an event without a purpose. Make sure that you are clear on what the point of your event is. It may be to launch a new product, to share knowledge, to get your employees working better together, or to celebrate your companies success. Having a thorough understanding of your goals for the event, and what you hope people will take away with them at the end is crucial.
Once you clearly understand these objectives you can then work out the best way to realise them.
Remember if you are ultimately trying to sell something, or to teach something, you need to make sure your event is a mixture of explaining the benefits of the product or knowledge, as well as getting your guests to engage with it through interesting and creative activities and applied learning.
3. “Good, fast, and cheap” – You can’t have them all.
Always apply this lesson to every aspect of your event planning and if a supplier is offering you all three then walk away. By investing in your event, you will naturally want it to be high quality and the suppliers you choose to work with you be reliable.
Avoiding \’cheap\’ shouldn\’t mean that you can’t negotiate good deals. However, if something looks too good to be true, it probably is.
4. Consider the community
Whatever your event, there will be an opportunity to support the community somehow. Combining community support with your event is worth considering.
Think about what your audience is passionate about, and devise ways in which your event could boost awareness or raise funds for the cause. Supporting your local community will not only show your human side as an organisation but will also inspire your attendees to engage with your event more.
They will be more likely to share pictures or write about it via social media which will serve to bring attention to your event and boost your brand.
Once your event is over, think about how you can use the experience to continue to promote your products, or to continue to put your message out there.
Make sure you have obtained the contact details of all attendees and even those who showed an interest in coming but were unable to make it.
Where appropriate send out follow-up information, a round-up of what happened at the event, any useful speeches and presentations, or even simply a thank you to everyone that came and a short note about why the event was such a success.
Doing this will keep your event at the forefront of people’s minds and will make attendees feel appreciated for coming.
If you are looking to organise an event and need some help, why not get in touch?
With over 20 years in the business and experience of planning, all types of events from gala dinners and art exhibitions to conferences and seminars, whatever you have in mind our expert team will be able to help.