Do you want to know how to organise an event? From picking a venue, to selecting a speaker lineup, there is a lot that goes into arranging an event. The key is in the preparation: completing the major tasks so that you can concentrate on putting everything together and, most importantly, enjoying your event.
1. Consider the event’s goal and your target audience
What do you hope your event will accomplish? Although it may appear apparent, maintaining focus on the objective of your event from the start can help you realise your vision. It’s also critical to define your target demographic and begin thinking about the best ways to reach them through marketing and advertising. If you’re looking for a younger audience, you’ll be more likely to locate and interact with them on social media sites like Instagram, whereas more established channels like Facebook perform well for older audiences.
2. Determine an event budget
Is the event being held to make a profit or simply to pay your expenses? Perhaps the goal is to raise donations for a charity or a good cause. Would tickets be free or charged, and how much will they cost if charged? Whatever you decide, the answers to these questions will help you focus on the financial aspects of your event, whether you’re hosting it virtually or in person.
3. Choose a date and location
By securing this critical information early in the event planning process, you will be able to share it with possible speakers or visitors, resulting in a clearer and more effective offer. Consider what you need from the venue (location, accessibility, cooking facilities, alcohol licence, and so on) and the ideal time of year for your event before reaching out to potential locations.
4. Talk to your food and drinks suppliers
A party is no party without everyone enjoying a good snack and a refreshing drink. And if you want to go above and beyond and be remembered as a great host, consider including a menu with exceptional ingredients. Look for premium distributors like Thomas Foods who provide superior Australian meats like beef, lamb, mutton, and goat, as well as seafood and other food service items. Thomas Foods, founded in 1988, is one of Australia’s largest family-owned meat processing enterprises. They are based in Morningside and have HACCP certification, HALAL registration, and other food industry accreditations/licences.
5. Consider the event’s line-up
It’s now time to consider timing by creating an event schedule. Whether you’re planning a conference with many panel discussions and workshops, or an online Q&A with a single author, keeping track of every minute of your event can help you stay focused on the bookings and the details. It’s also a good time to start looking for speakers and confirming the availability of presenters and special guests. Check where they’ve previously appeared and what kind of audiences they seem to attract to discover whether they’re a good fit for your event.
6. Submit a proposal to potential sponsors
Make a list of potential sponsors. Consider what you want from them and what you can provide in exchange for their help, whether it’s branded merchandise or a sponsored keynote address. Because this is a collaboration, create a mutually beneficial sponsorship pitch.
7. Promotion is your key to success
There is no one-size-fits-all approach to event marketing, so consider all promotional choices. Teaser campaigns and early-bird deals are also excellent strategies to generate interest. You can also collaborate with your sponsors on promotion, such as staging takeovers or giveaways on social media. Creating a unique hashtag can be an excellent approach to encourage user-generated content and spark an online discourse.
8. Start selling tickets
The next step in organising an event is to sell tickets. Create an events website that is both inspiring and informative by deciding on your ticket types and costs. Eventbrite allows you to personalise your event page to make it more appealing. Consider early-bird discounts, VIP deals, and return policies. Eventbrite also allows you to track real-time ticket sales to determine the effectiveness of your marketing strategies.
9. Send out reminders
It’s critical to check in with everyone in the days leading up to the event. And by everyone, I mean everyone. Email participants directions to the venue or instructions on how to log in to your video hosting platform, clarify timings with suppliers like Thomas Foods, and ask speakers if they have any particular demands. Having these types of chats ahead of time could save you time on the big day.
10. Allocate specific responsibilities to each team member
It is critical to divide work among team members not only during the planning stage but also throughout the event. Responsibilities should be assigned by zone. Someone could be in charge of the registration area, someone else for greeting the speakers, someone else of the equipment, food, liaison with the press, and so on. Every person should have his or her zone, which he or she should be responsible for during the big day. Give each team member a document outlining their responsibilities so that everyone knows who to contact if an issue arises.
11. Request objective feedback from your attendees
You’ll most likely feel weary and joyful after the event, but it will be tough for you to provide an objective judgement of how everything went. That is why, at the end of the event, encourage attendees to complete a printed evaluation form or an online form when they return home.
Request that they evaluate several areas, such as logistics, speakers, locations, and the work of the organisers. This information will assist you in avoiding future mistakes and improving the quality of your events. If possible, solicit comments via social media or film video reviews after an event. This will be useful if your event is something you would like to turn into a tradition.
Whatever you organize, remain enthusiastic and open to possibilities, and it will be a success!
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Living in a tiny home with her not so tiny family, Kate considers multitasking to be her power as a caring supermum and wife. Whenever she's not in curled up in her writer's corner, covering various topics on kids and baby stuff, health, education, knowledge, entertainment or interior decor, you'd find her enjoying some quality time with loved ones, both indoors and out, sharing different experiences together; what better way to chase a writer's block away, right?!