Hosting events allows a company to promote its brand and forge new relationships, whether these are small get-togethers with sponsors or employees, or events organized for thousands of people. Event management includes everything from coordinating with vendors to creating a timeline for the event.
By understanding the ins and outs of event management, you can avoid common pitfalls and ensure that your event goes off without a hitch. Read on to find out what are our 8 essential tips for successful event management.
Why Events Are Important For Businesses
Event management is the process of planning and organizing an event, from start to finish. Events are a powerful way for companies to build trust and create an emotional connection with their chosen attendees. But they are also capable of differentiating a company from its competitors. Businesses plan events as part of their marketing/customer retention strategy for a variety of reasons. Be it to promote an existing or new product or service, to encourage communication and engagement between employees and customers, or even to bring teams together for team building or a big celebration, events help to build connections and bonds with its audience. Some examples of corporate events are seminars and conferences, trade shows, executive retreats, team-building events, product launch events, and recruiting events.
An Example: SAP’s Fresh Faces Power Day
SAP and its Partners operate in an area where the demand for new talent is constantly increasing, but it is difficult for them to find potential individuals that are qualified to be SAP consultants. Therefore, the PDAgroup offers them support in talent recruiting. After a structured recruiting process, we bring students and SAP partner companies together for the Fresh Faces Power Day, a recruiting event that offers both parties the opportunity to become more familiar with each other. The Fresh Faces Power Day is currently in its sixth round and takes place at an international level for SAP partner companies from nine different European countries. On average, two-thirds of all Fresh Faces Power Day applicants receive a job offer from an SAP partner company within a month.
8 Essential Tips For Successful Event Management
When planning an event, this is what you need to consider for everything to go smoothly:
- Define the purpose and format
- Plan your event carefully
- Plan your budget
- Pay attention to the details
- Scope the location and have a plan B
- Inform your audience about the event
- Run one last check
- Ask for feedback
1. Define The Purpose And Format
It seems self-explanatory, but it's worth looking at this question critically. Formulate your goal as specifically as possible: Do you want to impart knowledge to participants, say thank you to partners, collect money for a project or offer the guests an aesthetic memory? The format of the event depends on the answer, as well as many other details: the concept, timing, and duration, the distribution of roles within the team, the design of the hall, the catering, and the music.
2. Plan Your Event Carefully
The plan should include the logistics, content, and promotion of the event. Create a document that is available to the entire team, where each member can see each other's work and the big picture. First, make a list of the most important tasks, and then flesh them out in as much detail as possible in terms of specific steps that you need to take. It is important to indicate the time frame in the plan. The time that it takes to complete each task is often underestimated and preparation usually goes slower than expected.
3. Plan Your Budget
Look at the complete list of tasks and include them in your budget. It is also worth thinking about a reserve for unpredictable situations. It is better to anticipate possible mishaps and challenges, such as unpredictable weather changes or location issues. Think things ahead and be financially prepared.
4. Pay Attention To The Details
If you want to pleasantly surprise your guests, you should think about everything down to the smallest detail: how they register, who greets the participants and how, what music will be played, what your presentation looks like, and how your team will be dressed, what to do during the breaks, etc. Put yourself in the position of the participants and follow their "journey" throughout the event. Try to surprise attendees and create a wow factor by exceeding their expectations on the most mundane things. This is exactly what makes an event extraordinary.
5. Scope The Location And Have A Plan B
Always check the location personally, already in the selection phase. At the most unexpected moment, it may turn out that; the air conditioning in the hall is not working properly, there are no disabled toilets, or the technology does not fit through the door. Therefore, check everything in advance.
6. Inform Your Audience About The Event
Don't underestimate the time it takes to successfully promote an event. The type of event, its target audience, internal resources, and budget will determine your marketing approach. It is important that you formulate a core message that will be distributed across all channels. Make sure it's short and accurately conveys the idea of the event to your audience.
7. Run One Last Check
Ensure you have briefed attendees on how to reach the venue, invited all key guests, and prepared the printed materials, audio, and video content. Check that everyone knows their roles and responsibilities and that the location is ready. To do this, you can create a checklist. A similar checklist can be made for checking the preparations on the day of the event: everything is in place, working, and done on time. Print out the event program and give a copy to each team member and volunteer. Also, give everyone the most important phone numbers so they can communicate with each other in an emergency.
8. Ask For Feedback
After the event, you will probably feel both tired and happy, but it will be difficult for you to give an objective assessment of the whole process. Therefore, ask participants to fill out a printed evaluation form or an online form when they get home at the end of the event. Ask them to rate different aspects of the event: logistics, speakers, venues, and the work of the organizers. This information will help you to avoid mistakes in the future and improve the quality of your events. If possible, solicit feedback through social media or record video reviews at the end of an event. This will come in handy when you repeat your event.
If you’re looking for help planning your next event, our team at PDAgroup is here to assist you. We have years of experience organizing successful events that have helped businesses achieve their goals.
Contact us today to learn more about how we can help you make your next event a success!
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