Are You Preparing For an Event in 2014? Let’s Make Sure It’s Successful!
Whether it’s a business conference, picnic, wedding or party you must never run the risk of hosting an unsuccessful event. After all, your reputation and your future opportunities are on the line. How you approach each occasion is vital to what you want to accomplish.
There are 3 P’s that you need to keep in mind when you decide to host a special event… they are Planning, Process and Professionalism. Let’s take a brief look at all three.
1. Planning – The amount of time and thought that goes into the preparation of your event will determine the level of success you can achieve. Always start with the basics when you outline your plan. The 5 W’s –Who, what, when where and why will set the stage.
- Who is going to attend this event? This creates the tone for the entire event. Do you know who your guests are going to be and what will it take to make this an enjoyable occasion for them?
- What is the message or the theme of your event? What do you want to accomplish with this experience?
- When is the best time to have the event? Is it seasonal? Does it revolve around a product launch? Does it tie into a marketing campaign? Always give your guests at least an eight week notice prior to the date of the event.
- Where is this event going to take place? Deciding upon the perfect venue takes a considerable amount of time as it has the potential to make or break the event. Try to find a facility that will give your event the “WOW” factor! You want your attendees enthrall to talk about the wonderful venue as well as this experience for a long time.
- Why is this event taking place? Don’t ever lose sight of your objectives. It is easy to get caught up in the process and lose sight of the purpose in the meantime.
2. Process – The creative process includes the following items…first decide on a budget, next solidify a theme, then source and book a suitable venue. Now you are ready to create an invite for your attendees and find caterers who can accommodate within your budget. And finally, find significant sponsors if the event calls for sponsorship.
3. Professionalism – This event is your opportunity to demonstrate how professional you and your organization really are. The key to quality and efficiency is professionalism which should be demonstrated by the level of service that your attendees will receive from you.
Always end your event on a “high note”, through audience participation, a comedian, a line dance, a drawing, an award, or just taking a lot of photos to showcase. These components/activities will be very useful feedback in evaluating your event to improve on for next year.
If your resolution is to plan through a process that demonstrates professionalism, you will host the event of the year!