What are the most important tips for organising an event?
Organising an event is not as easy as it looks. Thanks to these tips, you’ll pay attention to the most important matters.
Set goals and think of a concept
Whether it is to organise a staff party, school outing or exhibition, always think about what exactly your goals are for this event.
Who is your target audience and what do you want to achieve?
As well, the form is never entirely separated from the content. Do you have a young and progressive audience? Then you will not make them happy with a traditional setup or an event where everyone needs to sit. Instead, think about a small festival at party venues in London where the audience can be surprised by different acts.
Start your marketing on time
Do not underestimate how much time it takes to attract attention to your event. If everything goes well, you’ll already have thought of a target audience and an objective at the beginning. For the marketing, you should consider how you can best reach this target audience.
How far in advance is on time? That of course depends on the nature of the event, but generally, it’s good to start planning six months in advance.
Then consider how you can best reach your target audience. Are people coming to perform? Then ask them to draw attention to the event on social media. You can also collaborate with media partners. In this case, it’s better to select a few of them, instead of bombarding them all.
It is tempting to want to micromanage everything about the event. However, one of the most important tips for organising an event is that you need to delegate. For example, someone who is responsible for the cloakroom and welcoming guests at the venues in London, and someone else who keeps in contact with the acts, and another person who handles the technical side.
Also with smaller events it’s good to have someone else in charge or at least informed of important organisational matters. You could always fall ill or no longer be able to follow everything at a moment of extreme business.
Hold a dress rehearsal 24 hours before
It’s even smart to hold a dress rehearsal, especially for bigger events. Go through the action plan for your event with several people of the organisation.
Ideally, you can hold the dress rehearsal at the location. If 24 hours in advance isn’t possible (for example, because the location is already booked), then discuss with the location manager when you could hold it. It’s at the location that you will run into small problems that you hadn’t thought about when planning on paper.
Do not forget the evaluation and follow-up!
Too often successful events are organised without a decent follow-up. A year later as an organisation you need (or another team that is organising a new event) to start all over again. By evaluating, you can find out what went wrong as well as what went right (be sure to share what went right with everyone). As well, involving the suppliers and the staff of the event venues in London in the evaluation can help. You then hear from them what could be improved or simplified.
The most important aspect is, of course, the visitors. Although you can learn from their experiences, it’s also smart marketing-wise to keep people involved right after the event. However, watch out for boring, endless surveys, especially if it is not suited to the nature (big party/innovative concept) of the event. In that case, a number of quality interviews could be better. Reward the participants, for example, with a discount on a future event or give them a nice, branded gadget.