The Tips for Planning the Perfect Event

November 6, 2019

1. Idea and Concept

Once coming up with an event idea, remember to be flexible. Leave some room for modification and development of the idea. Once the idea is finalized, move on to developing the concept of the event. The concept will give us a more competitive advantage; it is what will make the event stand out from similar ones. The event concept can include things like design, collaboration and partnerships with companies, technology, location, and others. Nowadays, most event planners aspire to focus on an online advertisement and others. Bear in mind, it is not simply holding an event; we are creating an experience for the audience. This brings us to the second point.

2. Determine the audience

Determining the audience for the event should never be underestimated. Audience is the key to finding the right sponsors and partners. So, ask ourselves these questions: Is an event niche, and will specific types of individuals/businesses show up? Previously, what audience have the event speakers we have in mind attracted? Considering the price of attendance, what groups will attend? If it’s too pricey, maybe students will not be keen to attend. Be prepared to give discounts and set up a promotion period. Also, consider the location and time of the event to estimate who can attend.

3. Choose the date well

Before choosing the day of celebration it is essential to check the calendar and verify that the date does not coincide with a holiday period or with other types of events that may detract from it: national and local holidays, major events of the sector and sports (football, formula 1 …)
Also, the day of the week must be taken into account. For example, Mondays are the worst day because they usually reserve to plan and organize the week. Wednesdays, Thursdays and, for certain events, Fridays are considered the best options.

4. Create the agenda

Once we have settled the concept and estimated the expected audience, start thinking about the event’s agenda. Do we want to have an all-day event; is it going to be a workshop, stretching across a few weeks? Who are the speakers we can invite? Depending on our answers, we can start looking for the right venue, partners and sponsors.

5. Determine the budget

When thinking about actions or activities for the event, the economic item that the company has established must be taken into account. It is important not to lose sight of the cost-benefit relationship since the events are organized with the intention of meeting certain objectives.

6. Find the right venue

The venue is extremely important. After defining the objectives, the public, the date and the budget, it is necessary to find the right space. This task can involve a lot of time and many visits to different locations until we find the right one.
To select the best space, we have to take into account: the type of event; the number of attendees; technical and audiovisual services; if they own kitchen or we need to hire a catering; location and access; if they offer to park; as well as the possibilities of prior assembly if required.

7. Plan ahead

Planning is essential to organize an event and to ensure its success. From the search engine for spaces for corporate events, we recommend preparing a retro-planning that details each task, those responsible for its execution and the deadline of each step.

It is also necessary to decide what tools and channels (e-mailing, databases of employees, customers, suppliers, social networks, website, media, newsletters, advertising, etc.) will be used to communicate the event. Experts recommend doing so in advance so that those interested can plan to attend.

8. Have an organizing team

Each team member must be informed of their roles and responsibilities and, in addition, know all the details of the event in order to have the ability to solve any unforeseen events that may arise.

9. Make a post-event analysis

When the event ends, it is advisable to devote some resources to thank and know the degree of satisfaction of the attendees. It is advisable to send a statement to the attendees by way of closing the event, thanking them for their assistance along with some conclusions and results. In addition, it is important to critically analyze the whole event. This report will help identify points that can be improved for future occasions.