10 things you need to know about event planning

The $1.5 trillion global events business has been through a particularly difficult two years, with the COVID-19 pandemic decimating the meetings, incentives, conferences, and exhibits (MICE) sector.

Events are back, and they’re back in a big way! The revival of the event sector is now plain to see at the end of the tunnel, and analysts believe it will be one of the most valuable assets of the post-COVID era.

Are you ready for this newly reinforced flurry of activity? Whilst having an understanding of events is beneficial, there are a few secrets you should know to get the most out of this newly enhanced awakening.

Let’s look at these in more detail.

Concepts are More Important Than You Thought

Perhaps no one ever informed you that the event concept is the first stage in arranging a great event. You must always begin by considering the purpose of the gathering.

After you’ve determined the “why,” you can automatically transition to determine who the event is intended for. You want to identify the people who will most enjoy and benefit from your event. This will assist you in determining the event’s ‘what.’ This means you’ll be able to decide what should be included in the event — speakers, performances, activities, refreshments, and so on.

This will aid in determining when the event will take place and where the greatest location might be.

Two or More is Never a Crowd

No matter how the proverbial saying goes, having more people to assist you with the event is always going to be much more effective. Simply put, a single person cannot handle all aspects of an event, considering there are so many functionalities – partnerships, promotions, guest invites, follow ups, registrations, broadcasts, budgeting, vendor communications, and so on. Add to that the charges plus venue, accommodation, catering, signages, and logistics for in-person events.

It is best to divide the event’s numerous functionalities into sections and give a portion to each member of your team. They will be significantly more aware of minute detail changes because they are entirely responsible for their own section.

Always Have Backup!

At the end of the day, both humans and machines can end up defying how you had planned things. It is highly uncommon that an event goes off without a hitch; an item may go missing or a key figure may be late.

While no one would teach you this, but you should always focus on creating a backup plan for each of the most significant assets your event will have. If several difficulties develop in the future, triage them to see if an alternative can be found or if the event should be scrapped entirely.

Seeking the Great Niche

Entrepreneurship has risen to prominence in leaps and bounds, with inventors hailing from all parts of the globe. The post-COVID world necessitates more networking and collaboration among these makers, revealing yet another fundamental feature of the events renaissance: the ability to fill new gaps.

With the rivalry increasingly shifting towards small businesses, creative platforms, tech companies, and more, event organisers will find themselves broadening their reach outside traditional industries like entertainment, corporates, and fashion. Traditional industries will continue to exist, but to remain relevant and intriguing, you will need to focus on innovative premises.

Social Media can do Much More than Selling

When it comes to the growth and resurgence of events as mega-platforms for interaction, the power of social media cannot be overlooked. The relevance of numerous facilitators is already evident in today’s modern age, and digital media outlets are prominent among them. As businesses and customers have all gone online, social media can help mobilise audiences and resources.

You may quickly turn your event into a great platform for cross-regional thinking. Social media will always be vital for “selling,” but it has also become important for “ideating,” “teaching,” and “learning.” Collective intelligence will define the future, and social media will play a key role in weaving it all together and presenting it to the public.

Do not Neglect a Run Through

Do a run-through of the full event procedure about two weeks before the event. Organize a meeting with your staff and go over everything from the initial setup to the follow-up procedure mentally. Complications are frequently brought up during these meetings, and you will have ample opportunity to address them. Organise a second run through at the location a few days before the event.

Photograph EVERYTHING

A picture is worth a thousand words and sharing nice images of your event online is a great way to demonstrate its success. If you have the funds, employ a professional photographer who will be more knowledgeable about the types of images needed and will approach you for details. Request a variety of shots to ensure you cover all of your bases, including a shot of the entire room, photos showcasing event branding, and plenty of photos showing guests having a good time.

Follow Ups are Crucial

Many event organisers make the mistake of taking a rest after the event is over. While the logistics may have been completed, it is critical to be proactive in following up with participants, whether by email or social media, in order to demonstrate the event’s success.

The Golden ‘N’ Word

Everything is negotiable, despite what many sellers would tell you. Remember that there will be unexpected charges with every event, so attempt to get the best deal you can. Before meeting with a vendor, figure out your budget and propose to pay 5-10% less than that. Your vendor may put up a struggle, but at the end of the day, they want your business.  Venue-finders can help with this process as they are highly experienced in the art of negotiation!

Start Early!

Start planning as soon as you are able to. If you’re planning a huge event, you should start planning six to twelve months ahead of time. Smaller events should be planned at least three months in advance. To guarantee a smooth final run-up to the event, make sure all vendor contracts are finished a few weeks before the event.

Thinking of Planning an Event?

Planning an event can be stressful and challenging, especially since the renaissance of the event industry in the wake of the receding pandemic. While traditional word-to-mouth wisdom is appreciable, it is time to explore the success recipes behind effective event planning that no one talks about!

Events are more likely than ever to become destinations, affecting people on a daily basis. To create an impact, you’ll need the correct guidance to organising, executing, and following up on a successful event.

Function Fixers have years of experience in venue finding and event planning.  Contact us today for help and advice.