10 things to consider for an event

Anyone who plans to organize an event always wants the final result to be a success in every way, but before we start organizing it we must take into account 10 things so that our event can really qualify with a 10.

What we want to achieve with the event, why we are launching it, if it is just for image reasons, to build customer loyalty, to get new leads, etc. From there there will be many other aspects to take into account such as the budget, the date of the event, the timing or the human team among other issues. Here are these 10 fundamental aspects:

1. Main objective of the event: Many times we think of organizing an event because “it seems like a good idea”. The right thing to do is to consider the reason for the event and what we want to achieve: sales, leads, customer loyalty, present a new project, media coverage, etc. Therefore, this aspect is fundamental and a priority when it comes to launching our event.
2. Date and place of executionEvery event involves a pre-production process, depending on the size of the event (which translates into desired number of attendees and budget, basically) we will need more or less time to work before the event, however, we can make a tanto alzado and point out that for small events (less than 200 attendees) we will have to work at least two months in advance; medium events (from 200 to 1.000 attendees) at least five months in advance; and for large events (more than 1,000 attendees) we can never work less than eight months in advance, from there it will depend on how big our event is going to be.

3. Budget: When working and facing our initial estimated budget, we cannot fall into the error of trying to minimize costs from the beginning, but we must always consider an item for contingencies around 4% of the total budget. When we enter the production phase of the event, we will always incur last minute expenses that were not foreseen, no matter how orderly and organized we are, so having this item will avoid unnecessary surprises with respect to the cost of the event.
4. Team and organization: There is no doubt that no event is a success if it is not thanks to the existence of a human team behind it, but that team must be organized and coordinated at all times. Tasks must be assigned to each person from the very beginning, so that when we approach the event we are not overloaded with work. Regular meetings must be held so that all team members are aware of the progress of events, feel involved in the project and do not overlook things that may be neglected at a particular moment.

5. Image of the event: It seems obvious, but it is not always taken into account. It is necessary to work the image of our event, from the name of the event, a claim that suggests, that invites our attendees to be interested, and a professional graphic that helps the identification of our event by the audience. We cannot be just one more, we must differentiate ourselves, and for this we must resort to professionals, art directors and qualified graphic designers that provide an ad hoc image to our event, before communicating its existence to the general public.

6. Online presence: Nowadays we interact more through new technologies than in person, so our event must have a presence on the Internet, not only with a complete website where each and every one of the contents and data of interest are contemplated in an updated way, but also by registering their profiles on social networks. Depending on the needs and target audiences, we will have to create profiles in certain social networks, but it will be essential to have a presence on Facebook and Twitter, basic tools for our communication plan.
7. Establish a marketing and communication plan. Even if our event is closed, we must not overlook the need to establish an internal and external communication plan so that our audience locates the event, is not unknown to them and marks the day of the event in their calendar. To do so, it is necessary to be visible, and therefore it will be necessary for a marketing team to work on it, establishing times, formats and spaces, as well as collaboration agreements at a diffusion level that will help to publicize it.

6. Search for sponsors: If we are going to need sponsors to start it up, it is important to work with the times we have indicated above, paying special attention to those larger companies that close their annual budgets in the fourth quarter, so if we want these companies to participate, we will have to make them a sponsorship offer in the third quarter of the year, or most likely, if we arrive after that date, the budgets are already allocated and we will not be able to get the economic support we need.
7. Speakers or presenters: Not just anyone will do, and we must take this into account. If we do not have a budget for presentations, the work that will take us to find speakers with the necessary experience to give a plus to our event will be very high, so it will be a fundamental aspect to take into account from the beginning of the pre-production stage. It is advisable that the contact with these speakers is always the same person of the Organization, they will appreciate it, and it will be much easier to coordinate their participation.

10. The day of the event: It will be a stressful day, but you can reduce it if the day before you organize a dress rehearsal and a couple of visits with all the team and staff to the venue. The most important thing that day is to coordinate the whole team, establish roles and positions, although there should always be specific staff to receive speakers and sponsors, control the sitting, and staff to meet any needs that may arise at the last minute.

If you are looking for an agency to organize your event, you are on the right page. Check out the events we have already done for other clients.