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Tips for Organising a Successful Event

22 November 2011

In order to create a successful event – from staging a conference, corporate events, meeting, or gala dinner to creating concerts, awards shows, product launches and AMAs, there are many ingredients that must be combined in just the right way. Here are the main ingredients to help you plan and execute on successful events again and again.

  • Have a Plan: Your plan should include action steps with a timeline of completion dates as well as an accompanying responsible party for each action step. These responsible parties are most likely experts that you may need to rely on for their knowledge and experience, concerning certain aspects of the event. You should also use known project management processes, including research, production, problem solving and overall design of the event. Make sure that everyone involved in the event agrees to the plan and has provided their input. Then, it is important to keep all those involved in the loop on updates on action steps completed or where additional assistance is needed. This keeps the process moving and the plan on its way to being accomplished.
  • Create a Theme: Sometimes, this has already been provided. However, other times, you may have to work with a client or team to decide on a theme. This may be where further research is needed to determine what would attract your intended audience or what interests them so that the theme could excite and engage them. After all, you need to fill the seats as one factor in achieving a successful event.
  • Set a Budget:  The budget needs to be more detailed than just one bottom-line number; be sure to apportion out the money so that you account for all aspects of an event, including PA systems for hirelighting, food, and entertainment just to name a few of the aspects that your event may need.
  • Find an Events Partner: Be sure to work with an events partner who can offer a range of services, such as PA systems for hire and sound hire, as well as a talented, seasoned team that can help set up and oversee these systems. This partner may also be able to offer lighting, staging, and other amenities that will make your event into a performance or meeting to remember.
  • Pick the Ideal Spot: Location, Location, Location is not just a success factor for real estate; it is often what determines the success of an event. After all, that venue will need to have a certain ambiance – vibe, if you will – as well as size, amenities, and facilities that will turn the event into the experience you are hoping it will be for attendees. This is where it pays to think outside of the box by selecting something unique or fun, depending, of course, on your theme, number of guests, and type of event not to mention the budget as well. It is good to ensure enough time to research and visit three or four venues to get a sense of whether or not it is a good fit.
  • Develop the Event Agenda: This is where you need to get with the programme by planning out all the components of the event in terms of how the agenda will break down in terms of timing on each aspect of the event’s activities, entertainment, etc. You want to make sure it is fast-moving, engaging, and fun for your intended audience. Check with those involved in the agenda to also see if the timing you have set is also realistic for lighting, PA, sound, or staging changes that may be needed between speakers or performers.
  • Promote the Event: Just because “you’ve built it” does not mean they will come. Promotion is necessary to let your audience know about the event. Choose traditional media as well as online channels like blogs, a website, and social media and social networking to get the word out. Consider using some ambassadors who will gladly spread the word about your event. This can not only save you time and money, but more people are likely to hear about your event this way.
  • Manage Effectively: Be sure that you have a team in place that can help handle all the details so that any problems that may arise are addressed. In returning to the plans, schedules must be followed and tracked in terms of kick-off timing, sound hire timeframes, sequence of activities, and closing. Also, risks and potential problems must be assessed along with any health and safety issues to ensure that everything is to code and provides for a safe and secure environment for performers, participants, and the audience.

If you need help planning the technical aspects of your event then we can help you all the way.  Our dedicated Project Managers specialise in organising a wide range of events from concerts to corporate events such as gala dinners and award shows. Call us today on 0115 938 6354.

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