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From new businesses trying to raise brand awareness to established companies developing new revenue streams or launching new products, learning how to run industry or public events is a crucial element in business development. Having a solid plan with a little give in case of unforeseen mishaps is absolutely crucial. But whether you choose to follow one of the extensive planning guides online or invest a little more and hire an event planner, there are some key decisions you’ll need to address if your event is going to be a success. This article outlines a few key tips to help you get started.
Set A Goal
The first step when launching an event is determining exactly what you want to achieve by hosting it. Depending on the scope of your vision and the stage your business is at, you might be aiming to create further awareness of your business, entice potential investors in your company or make customers aware of a specific product or service. Once you know what your goal is, you can decide on the format. Will there be speeches, an audio-visual presentation, a sit-down meal etc? Once the goal and format have been determined you can set about acquiring the venue, staff and equipment which will best fulfil your objectives.
The Foundations
Your next step is to lay the foundations on which you will build your event. The first part of this is choosing a venue. If your business focuses upon selling big ticket items, then it may make sense to invest in a glossy venue which will impress your attendees and serve as a statement of intent. If your budget is too tight for that, try to find a cost-effective venue that can be enhanced using a judicious sprinkle of event technology or window dressing. Don’t be afraid to think outside the box. As long as the health and safety/security requirements are adhered to, disused public buildings or former industrial sites can make for interesting venues. Think the scary video game launched in an abandoned hospital or a fitness app in an old boxing gym. When choosing your site, check on one of the many venue finding search engines which do the hard work for you. It’s also always good to have a backup option should anything go wrong with your first choice.
All events require staff, but how many you need to hire depends entirely on your personal vision. It is important to consider what resources you’ll need for every aspect of the event, including security, caterers, cleaners and hospitality. It’s essential that you hire experienced and skilled staff to run those elements you can’t do yourself, then you can focus on achieving your event goals, safe in the knowledge that things will run smoothly and your guests are looked after. However, savings can be made on the jobs that can be sourced closer to home. Junior staff members can take on the role of greeters and it provides a more personal touch for attendees. Similarly, ask around at work to see if there are any talented photographers or DJs in the office. You should ensure that their style and skill matches the level of your event. Failing that, student photographers and graphic designers are capable of producing great work at cut prices, just make sure you’ve seen enough examples of their work to satisfy any doubts you might have. Finally, it’s cheaper to hire cleaners than lose a deposit, but in order to minimise your budget, don’t be afraid to join in with stacking chairs!
The Fun Stuff
The most successful events are often the most memorable. Look for innovative ways to showcase your brand/product/service. Showcase an app on a giant tablet/smartphone, use video walls to show social shares and attendee engagement, or even demonstrate a version of your product in a virtual reality system. Little details and thoughtful touches make events shine. Make sure there is sufficient entertainment for your guests. Games, photobooths and entertainers all give attendees a reason talk to each other and talk about your event afterwards.
Finally, don’t forget to have some avenue for feedback and follow-up. If it’s really been a success, people will be happy to let you know how you’ve done.
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