Event organisation demands thoroughness and strictness.
In order for your event to be successful in the eyes of the crowd, there are a number of factors on a checklist you need to be mindful of, in order to be true to the type and theme of the event you’re holding.
This entails everything from time management and defining the objectives of your event, attention to detail, budgeting, general communication and networking, and last but not least – technical production and the crucial importance of it when it comes to every event.
When organising events, much will depend on the type of the event you are planning, but regardless of that, there are certain universal factors that are applicable to any type of event, more or less, so if you want to find out how to plan an event successfully, check out the key elements we enlisted for you.
Skills you should possess when organising events
By now you are aware that organising events requires a massive commitment, conditioning you to pay attention to the slightest of details, leading to the conclusion that there is no simple answer if you were wondering how to plan an event successfully.
Before putting your plan in motion, first you need to have one, and in order to create an elaborate event organisation plan, you need a universal checklist we provided for you down below.
Event organisation and time management
Defining the objectives of an event is the first and the most important step you need to take when it comes to event planning.
First you need to ask yourself a couple of questions, such as why are you organizing this event in the first place and what are you hoping to achieve. This is of massive importance, since it is the only way to optimize every part of your event in time.
Make sure to take your target audience into consideration, and expand your event goals to match them and ultimately engage them, especially if this is the actual primary goal of your event – to generate more leads at the top of your sales funnel.
Pick the right date and set the right timeline
In order to be sure how much time you actually have on your hands, you need to pick a date and start setting up a timeline of your event.
When picking a date it is important to make sure you don’t pick one that overlaps with other conferences or events within your industry – you still want for your event to stand out. Setting the right date also means picking the one far enough out so you can organise everything in time.
Organising event demands attention to detail
Attention to detail in this context concerns everything from finding the right venue to selecting your partners and vendors.
It is good to have your locations already shortlisted beforehand, as this will save you loads of time when picking out the specific venue. Schedule tours and meet with the vendors personally, establish how many rooms you need at your disposal, inquire for catering, amenities etc.
If you are allowed to have outside vendors, make sure to look into every little detail regarding transportation, security, entertainment, temping agency and wellness offerings. Same goes when you are on the lookout for potential partners, who can help you organise your event and tailor it into an unforgettable experience.
Whether general or corporate event planning – you still need budgeting
If you ever wondered how to plan an event successfully, the budgeting part might be the least attractive when it comes to best ways to plan your event in general, but it is also the most crucial. Allocating your resources is one of the few most important steps you have to take into consideration, so if you plan for your event to go smoothly, with no setbacks, here are the factors you need to count in:
- General logistics of the event, such as venue size, length and shipping, as well as rental cost
- Technical production that entails everything from projectors to wifi speakers, as well as other equipment
- Decoration and theme of the event is a part where you decide the main appeal of your event – do you want it to be more of a fancy or casual occasion?
- Marketing – the modes of promotion you choose aren’t something you should limit your budget on, but quite on the contrary – they are pivotal when letting your audience know you are holding an event.
- Catering – be mindful of the amounts of food and drink you will order, cause this will also determine the number of people who will be present. You don’t want to be scarce when the actual event approaches, but also you don’t want to come in a situation to throw away tons of food. Realising what quantities you need will also help you determine how much you can afford.
- Staff category in terms of event budgeting mustn’t be neglected, as it is crucial to account for transportation and lodging costs of your staff.
- Additional expenditures – you simply cannot escape additional costs when it comes to event planning, which is why it is always better to account into your budget rather than make no notion of them at all.
Technical event production & planning – technical equipment and services you need
Before we dive into the next most important part of your event organisation, and start answering key dilemmas when it comes to how to plan an event with respect to technical production predicament, let’s demystify the concept of technical event production first.
What is technical event production?
The term primarily refers to technological and creative execution of an event using sound, video, lighting, design and other means in order to tailor a unique atmosphere that will affect the mood and emotions of the crowd.
Event production convenes a great deal of variously skilled personnel that handle tasks such as event planning, coordination, management and production, and the production part is precisely what interests us, as this is the part that takes any event to the next level.
Whether you were wondering how to plan a seminar, or how to plan a successful conference, or maybe even how to plan a party – either way technical event production is the most exciting segment of any event, as it focuses on the live presentation of the event, delivering an ultimate experience and memories that last long after the event is over.
For example, have you ever wondered how to plan a successful conference, or similar type of event?
If you have, then you know that a corporate conference sort of exudes that serious ambiance, but what you are probably not aware of is that it doesn’t have to be like that. With the help of professional, creative and fun lighting solutions, you can transform such an event into an exciting experience, an atmospheric setup that will be remembered for a long time.
Audio & Visual solutions
Every event with a lot of audience attending requires for the audio part of the technical production to be crisp and clear, whether it’s a corporate or scientific conference of some way, or a party with live music – the sound quality needs to pertain perfect volume and acoustic standards.
On the other hand, when it comes to visual support, it can be very powerful when it comes to reinforcing a message you want to spread. If you wish for your event to be visually presented well, you must obtain a great projection system, one that will allow you to play with the visual aspects of the entire experience, and therefore, make it more memorable.
How to plan an event by incorporating video streaming?
Due to recent development with the coronavirus pandemic, the urge for live video streaming has become more demanded than ever. By reinforcing social distancing as one of the most useful measures against the pandemic, video streaming softwares has become an invaluable medium when it comes to connecting your event to the wider, outside audience, in a time where it is physically impossible.
Virtual and augmented reality have become more and more present in the event industry, and with the recent outbreak, they have become a necessary means to an end, a way to bring people close together, but at the same time, help spreading messages that truly matter, by relying on technology for support.
Our “Virtual Gallery” service is one such solution, allowing remote access to everyone involved, and therefore, great for hosting online events, while employing purpose-built stage sets
The bottom line
Now that you know the basics of how to plan an event, any type of event, with respect to technical production, you can rest easy in knowing your event will be a success as long as you are mindful of the event goals and objectives you defined in the beginning.
Whether it is about raising awareness, an auction, raise in sales or simply a party, it is always good to ask for feedback at the end and find out how did you and your team perform against the forecast you predicted when you started following this checklist.