Plan for success when organising an event
1st December 2017
As Christmas fast approaches, we’re busy working with customers on a number of exciting events to take place over the festive period. At Brouha, we absolutely love the opportunity to support the planning and management of events our customers want to hold. Whether it be a trade show, dinner dance, anniversary party or corporate golf day, we’ve got the experience to know how to make it a success. But, if you’re not used to doing it, planning an event can seem a pretty daunting task.
If you’re hoping to hold an event in the future, but don’t know where to begin, here’s a few handy hints to hopefully get you started.
Define your objective
Whether it’s a new product launch, celebrating the opening of a new facility, or perhaps a fundraising event with a clear financial goal, you need to be clear about what you are trying to achieve for your business and plan your event around meeting that objective.
Know your budget
It’s important to discuss budgets early on in the planning process. There’s no point starting to decide on anything until you know how much money is available for the project. Then break this down into what you want to deliver to the people attending and how to achieve this.
At Brouha we tend to start with a blank piece of paper. Take the opportunity to just scribble down anything and everything that you might want to include – even if some of it seems a bit crackers! Once you’ve got everything written down, you can work with a colleague and either build upon your ideas or discount them, based on the budget you are working with. Select the best things to help you achieve your objectives and then put a practical plan in place in order to obtain everything you need.
We always find a working timeline is extremely effective. Make a detailed list of everything that needs to be done - and when we say detailed, we mean detailed. If somebody needs to remember to buy disposable cups for example, then add that to the list so it doesn’t get overlooked. Remembering to buy in additional refreshments is one thing, but if there are only 12 mugs in the cupboard and you’re expecting 40 guests, things might get a little awkward!
Put everything into a timeline and task someone with managing it. Essentially, the more you put in at the planning stage, the easier things will be in the run up to and during the event itself. Don’t leave everything to the last minute. Order things in plenty of time, prepare handouts or giveaways in advance – you don’t want to be rushing around on the morning of your event trying to pull everything together.
“…the more you put in at the planning stage, the easier things will be”
Invite your guests!
Get your invitations out early. We like to send people an email asking them to ‘save the date’. You can send this much earlier than you would send your actual invitation and see how much uptake you get, which can then help with the planning.
Then, send a more formal invitation. Whether it is in the post or via email, spend some time making it look good. You’re basically putting your brand in front of that person, so make sure it looks professional.
If your event is more general in nature and does not require formal invitations, you can use other ways to spread the word such as adverts - both print and online - or social media posts with event details scheduled over time to build interest.
Check and double-check
Have a final check of everything the day before. Ring suppliers you have booked to check they will still be attending, call or visit the venue if you’ve booked one to make sure they are ready. Do whatever you can beforehand to ensure the event itself runs smoothly. Then for the event itself, arrive early. With the best will in the world, sometimes something goes a little off-plan, so make sure you arrive in plenty of time to iron out anything untoward.
Then, all that’s left to do, is relax and enjoy it! Good luck!