5 tips to manage the event successfully
Organizing special events is a very complex and multifaceted deal. Many components should ideally come together to consider our event a success. In an event project everything must be perfect: the idea, the incarnation, the atmosphere, the satisfaction of visitors and the achievement of the customer's and organizer's goals.
Of course, when we talk about a successful event, we mean that it was bright, vivid, of great quality and reached all purposes. And yet it would be wrong to say that even such a bright and useful event can be a success if during it there were hiccups, missteps, inconsistencies and defects, apparent even to the guests. To avoid any troubles and to organize a successful event you must keep in mind these five key ingredients.
Planning and coordination lay the foundation for a successful event. You need to consider the what, who, why, where and when aspects of the event. Make a checklist and include... well... everything. Event management is a huge mission, with so many factors to consider, and the human brain doesn’t necessarily keep track of every single thing irrespective of how careful you are or how hard you try. Checklists can help you curb this problem. When everything is on your list, prepare a deadline for each activity.
While planning you must understand that at least one thing always goes wrong so try to plan in advance. Schedule more time for the most difficult tasks. Then you must rest during the preparatory phase of the project because after it you’ll have less and less time. The last 24-36 hours before the event can even be sleepless, but if you utilize this time effectively (get final approvals from the vendors for catering, fireworks, decoration, etc.), your event will be a success.
Time management doesn’t necessarily mean that you take on all tasks by yourself. When required, you need to delegate the tasks and let others do the job that they are good at. Make a good team with appropriately skilled members. Your team is your advantage and your backing. Utilizing time effectively means also hiring the right people (including freelancers whom you can find on EventCV.com for example).
Marketing and brand awareness are important aspects for most events and you will need to strategize and plan your tactics from the beginning to successfully integrate them with your other tasks. Start social media marketing campaign on sites like Twitter, Facebook, etc. Market the event by informing media, preparing brochures, sending emails and invitations to VIPs and key journalists. Keep your attendees engaged during the event (by posting event updates on social media). As for offline, consider posters, local newspaper ads/press, flyers, and other ways to spread the word through local partners.
Get attendees to interact. In today’s world event interaction has grown beyond the event itself. Before the event social media is a great way to get people talking and excited. Then during the event use some applications to make the audience set their goals, send automated personalized notes, fill out polls, network, continue discussions, share pictures/videos, and join the community. That way you can keep people excited and engaged till the end of the project and even futher - till your next event. Any feedback surveys also can involve people and improve the experience for the next time around.
There are many online event management systems which allow you to make an easy-to-build event website, to guarantee simple and quick event registration, to prepare event listings and email newsletters etc. You should use them to make your work more efficient. When it comes to event managment, mobile apps are essential. Mobile tools should allow you to check in attendees with one click, manage schedules and access attendee information on-site. With those tools, you won’t have to deal with clunky folders and clipboards, double checking information, and other time-consuming tasks.