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Expert event planning: 10 things to consider before your business event

event planningIt is important for your business to host events because it gives you exposure and puts you at the forefront of the minds that really matter. However, careful planning is important because you need every little detail to come together to guarantee it will be a success. If something goes wrong, the event could result in the exact opposite of what you set out to achieve.

To ensure that doesn’t happen, here are 10 things to consider before your business event…

Why are you holding the event?

First, you need to think about why you are holding the event because there is no point doing it for the sake of it. Events take a lot of planning and cost a significant amount of money so you need to ensure you are going to get something out of it. Ask yourself about the main purpose of the event. Is it to create awareness of your company or a new service or product? Perhaps it is to develop customer loyalty? Knowing the answers to these questions is important before you move on to the following points.

Where will it be?

 Location is very important, it will provide the first impression to your guests and set the scene for the entire event. It needs to be big enough for your needs because you really don’t want everyone crammed into a room that is so small that they can barely move. But, likewise, you also don’t want somewhere so big that it looks like half your guests haven’t turned up. You may want to consider somewhere a little quirky that will intrigue your guests and guarantee they want to attend.

Who are you going to invite?

You need to invite the right people to your event for it to be a success. Perhaps your guest list should be full of people you want to work with? Maybe it is the people that you would like to invest in your product or even buy it? Inviting the wrong people will prevent you from making a success of your event. It is important to keep your guests in mind when planning the day so that every part of it appeals to them.

How are you going to build excitement?

You need to build up excitement ahead of the event, so your guests can’t wait to attend and are reminded that it is happening. You could write a blog post to tease what is going to happen at the event or share regular updates on your social media pages to start a conversation ahead of the big day.

How are you going to get your key message across?

Inviting a guest speaker to talk at your event is the perfect way to get your key message across and will help to both build up excitement before the event and ensure that it is memorable. This could be motivational speaker who will inspire them or a keynote speaker who will leave the audience informed.

Companies such as Speakers Corner can out you in touch with the perfect speaker for your event. Remember to keep the message and audience in mind when choosing your speaker.

What about the logistics? 

Do you have enough food and drink to keep the guests fed and hydrated through the event? Do you need to bring in more chairs? If it is outside do you have access to toilets? These are details that can easily be forgotten among all the other planning but could ruin your event if they aren’t considered.

How will you use the event for wider marketing? 

One of the best ways to use the event for wider marketing is to create a hashtag and encourage guests to share photos and messages on their social pages, with this. Remember, if you want guests to take photos, make sure there is something they want to take photos of!

How will you make it memorable? 

You want to make your event memorable – for all the right reasons! To do this you need to impress your guests, and this is all in the detail. Perhaps singing waiters to surprise and delight, or a sweetie table that they can help themselves to during the evening or a photo booth to capture the moment.

What do you want your guests to take away with them?

You want your guests to still be thinking and talking about your event long after it comes to an end. So, as well as taking away your key message you may also want to provide them with goodies such as branded merchandise, which could be as simple as a pen and notebook, but will mean they think of you every time they use it.

What is your follow up plan? 

Don’t let the event finish when the guests leave – you need a plan to get as much out of it as you can. One way you could do this is by sending a follow-up email – with key information from the day, which will also enable you to build up a database of relevant emails. Maybe think about the next one too? Keep the momentum going!