Sometimes, the best way to take your business to the next level is with a large-scale event. Draw all your potential clients and customers together and show off your skills. Whether it’s a business conference or a small event in your local boutique shop, it will help you reach new people. An event will get your company’s name out there and prove your expertise. However, it’s no easy feat, and it requires months of careful planning. We’ve put on our fair share of events, so we know what works and what doesn’t! In this post, we’ll share a few of our top tricks with you. Let’s take a look.
Location and logistics – Before you get carried away with creative ideas, address the fundamentals. Decide where your event will take place and take care of the logistics. You’ll need to find the perfect conference venue that suits your target audience and guest list. If you’re hosting a small event in your local shop or venue, find out if you need any licenses or permission.
Additionally, if you are planning to serve food at this event as well, then it goes without saying that you’ll need to look for a hospitality management company, like Nexdine, for instance, who may be in a position to handle the workload due to their experience with corporate dining. Do keep in mind that the logistics is one one of most important factors in hosting a successful event as proper planning in advance will ensure that everything goes smoothly.
Goals – Hosting an event requires a strict set of goals. Why are you putting on a big conference? What are you hoping to achieve? It can be very easy to get carried away in the planning stages and forget to set targets. If it’s to raise awareness of the company, make sure you target the right media personnel. Perhaps your goal is to make a certain number of new connections with potential clients. Maybe you’re launching a new product; how many do you hope to sell?
Another crucial goal to consider is the engagement of your attendees. What kind of experience do you want to provide for them? Ensuring that your audience is engaged and finds value in the event is essential for its success. This might involve setting goals for attendee participation in sessions, workshops, or networking activities. If your aim is to educate, measure the knowledge gained through feedback or surveys. Clear engagement goals will help guide your planning and ensure that the event delivers a memorable and impactful experience for all participants.
Guestlist – Once you’ve sorted the location, the guestlist is the single most important aspect of your event. You’ll have to choose this very carefully to make the biggest impact. You’re looking for a good mix of media, clients, customers, and peers. The right media tastemakers will help you establish your brand and reach new people. The best potential clients will help take your business to the next level. Take your time with this part and narrow down your list to those people who will take your company further.
Consider also the importance of engaging speakers and influencers when curating your guestlist. Inviting respected industry leaders or popular influencers can add significant value to your event by attracting more attendees and generating buzz. These individuals can provide insightful presentations, participate in panels, or even host sessions, making your event more compelling and authoritative. Their presence can also enhance networking opportunities, as guests will be keen to connect with these high-profile figures. Carefully selecting these key guests can elevate the overall prestige and effectiveness of your event.
Promotion and advertising – Of course, no event can take place without a powerful promotional and advertising campaign. To succeed, your event needs to attract big numbers. It ought to become the talk of the town! Advertise in relevant industry magazines and publications. Use online ads to target the right audience. Use your social media channels and email list to reach existing customers and clients. It’s often worth hiring a PR company to help you spread the word.
Leverage partnerships and collaborations to amplify your promotional efforts. Partnering with industry associations, influencers, or other businesses can help you reach a wider audience and add credibility to your event. Encourage your partners to share information about the event through their own networks and channels. Additionally, consider creating engaging content, such as teaser videos, blog posts, and behind-the-scenes looks, to generate excitement and anticipation. Hosting pre-event webinars or Q&A sessions can also engage your audience early and increase interest in attending.
Budget – Before we leave, it’s vital that you stick to a strict budget. Set yourself some financial targets early and itemise every potential cost. Keep an emergency budget aside for any unexpected problems and try to monetise the event if possible. That way, you might even balance the costs.
Regularly review and adjust your budget as the planning progresses to ensure you remain on track. Utilize budget management tools or software to keep all expenses organized and transparent. Seek out sponsorship opportunities and partnerships that can provide additional funding or in-kind contributions, helping to offset costs. Additionally, consider tiered ticket pricing, early bird discounts, or VIP packages to boost revenue. Keeping a close eye on your budget and exploring all potential revenue streams will help ensure your event remains financially viable and successful.
That’s all there is to it, folks! Now you can get stuck into the fun part of planning the entertainment and guest speakers. Good luck!
