It is not easy to plan an event. There are many factors that will decide whether your event is successful or not. Managers of events should aim to make the event memorable for everyone, regardless of whether they are planning a wedding, a business event or charity drive.
Making an event memorable requires careful planning, personalizing the experience for attendees, finding the right venue, creating the right atmosphere and publicity.
Let’s get to the details. Events planners have shared their firsthand experience with us. It will help us improve our event-planning.
1. Make sure you plan everything down to the last detail.
As the host, it is your responsibility to plan your event properly. This means that you need to have a clear budget, find reliable suppliers and then work through logistics and timing. A Plan B is a must, as Murphy’s Law can be beaten. A memorable event can be made even if there is no flow to it. The key to memorable events and successful ones is a lot of research and planning at the beginning.
2. Effective marketing: Spread the word
“Well-attended events require holistic planning, starting with the first communication. Get people to be interested in attending. Not just listing speakers is not enough. Let them know that WIIFM is what they are getting in return for their attendance. You can tell them that the event is worthwhile enough to make them stop what they’re doing and go. Be unique. Don’t be afraid to share something different or a viewpoint that isn’t usually heard in the organization. The meeting doesn’t have be all work. The meeting itself is not all work.
Rogers recommends having a professional hosting. A host can bring out the best points of speaker presentations through appropriate humor and touch on key points. Make sure to keep the communication flowing throughout the event. An event allows for dialogue. Dialogue is portable. As long as your dialogue is alive, it can be moved from live to online to social. Keep the conversation going for 365 more days, until you have to move on to the next event.
3. Promotional Products
It is all about the details that make an event memorable. The details are what make an event memorable. Sure, a celebrity or something big will draw people to your event, but it’s also about making it memorable. This can be achieved by using promotional products. A promotional product, be it floormats of napkins, can make any event more immersive. It gives guests a unique keepsake to take home.
4. Hybrid Event Hosting Software – Invest
ReElivate’s Director Operations Lex Brinkman advises you to invest in digital event hosting tools. Because of the explosion of hybrid events 2021, there are plenty of fantastic platforms out there that will make conference planning easy.
Pay attention to the following features when you choose your software
* TheMost Hybrid Event Software is designed to enhance networking opportunities using chat platforms. Q&A function and virtual lobbying.
* Online polls and surveys:Virtual survey and polls invite remote participation. These surveys are great for gathering actionable insights about business operations.
Use digital content tools To allow virtual attendees access to your software, upload images, whitepapers, or other media.
* Book an appointment: Your software must have an online booking facility if your conference includes private meeting sessions.
* Gamification Keep attendees entertained between presentations with gamification.
Everybody loves to get something free after a great event. However, marketing materials that are physical can be expensive and dangerous to the planet. You can solve these problems with virtual goodie boxes.
“If you are new or unfamiliar with hybrid conferences, it may be worthwhile to invest in a SaaS provider that has a customer service team that is responsive and can help you if necessary.”
5. Clarify Your Vision
Setting your goals upfront can keep you on target. Lex Burinkman advises you to “Before scheduling your event, establish your primary objectives.” Are you looking for ways to improve the networking opportunities of your employees Perhaps you want to educate stakeholders about the latest brand strategy. No matter what the purpose of your event is, follow it to help you create your vision and select compelling speakers. Once you have completed this, make sure to promote your event well by targeting key demographics.
6. Get a Master Plan
Also, states that it is essential to plan and schedule every aspect of the event in order to ensure smooth operation. It is important to communicate effectively with your co-organizers.
* A detailed schedule with speaker and networking information, breaks, etc.
* A list listing delegated responsibilities.
* Social media guidelines that include when and what to publish.
* Information about tech and when to utilize certain types of software.
7. Make sure that everyone in the team understands what they’re doing
Lex Brinkman , explains that the team is what will make or break your hybrid event. Therefore, it is important that everyone knows their responsibilities. Trello can be used to track progress. This will ensure that team members remain accountable for their work and strive to achieve great results.
8. Make the Most Of Social Media
Social media can help you generate buzz around your hybrid events and increase their reach. Make sure to tease the audience with sneak peeks before the event or create educational content. This will increase the awareness of your event and help to boost attendance. You can post highlights from key speeches and panels to spark discussion amongst delegates. After the event is over you can still engage with attendees via discussion forums or through promotions. Engaging people will increase brand loyalty and your chance of hosting another successful event.