Events are becoming a big deal, making it essential for you to incorporate them into your overall strategy as a small business. According to research, roughly 88% of businesses intend to organize in-person events, indicating how popular this strategy is. You can enjoy many benefits from holding them, including boosting brand awareness, outselling the competition, building relationships, improving productivity and collaboration, and tapping into networking opportunities. While planning an exciting and memorable event can feel stressful, taking the right steps can help ensure a better experience. Below are 10 top tips for improving your next event without feeling overwhelmed.
1. Set SMART Goals
Planning an event without goals is like driving without GPS – you might get there eventually, but it’ll be a bumpy ride. Instead of working with vague ideas, it’s best to set some smart goals, as there’s a specific reason you are throwing this event. Having event objectives that are specific, measurable, achievable, relevant, and time-bound will prove beneficial. For instance, consider how many people you want to attend and what your budget is. These clear targets, for instance, will keep you focused and make measuring your event success simpler, so keep this in mind.
2. Avoid waiting until the last minute
Procrastination is the enemy of awesome events. Therefore, the earlier you start planning, the smoother things will run. For recurring events, you might have a headstart, but for something new, give yourself at least 4-6 months to lock in vendors, a venue, catering, and all the essentials. Early planning can also ensure you get the best deals while saving you stress when the event date is getting closer. The good news is that there are a few event planning surveys online you can use to gather resources and information for your next event.
3. Craft a killer agenda
Having a solid schedule is key to keeping your next event on track. Will you have keynote speakers, workshops, breakout sessions, or a mix? Think about the flow of the day, including breaks, and create a realistic timeline that won't leave your attendees feeling burnt out. This agenda is your event’s roadmap, so make it clear and easy to follow.
4. Negotiate like a pro
When it comes to event planning, remember that everything is negotiable, and vendors are usually flexible as long as you clearly communicate. Instead of just asking for a quote, do your research and figure out a fair price range. Then, offer them 5-10% less. The worst they can say is no, and you might be surprised how often they negotiate back up to your target price. Also, you want to keep a few things in mind when heading to the negotiation table. Be willing to walk if the deal doesn't sound right, and use the power of silence. You’ll be surprised what you can achieve by simply staying silent. Vendors you’ll need to negotiate with to ensure you get the best value for money include caterers, who are crucial if you want to have a variety of delicious custom menus at your event.
5. Embrace the new
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Don't be afraid to experiment with new event technology. There are tons of cool tools that can take your event to the next level. For instance, you can use online surveys to pick your conference location or gather real-time feedback on speakers. There are also event apps that can help attendees navigate the space and insta printers that can create lasting memories. Just remember to have someone on hand who can troubleshoot any tech hiccups. That’s just a small fee to pay for tapping into the enormous potential of being an early tech adopter.
6. Do a test run
Every event deserves a dress rehearsal, which is why planning can be handy. For starters, you get enough time to set everything up and schedule a run-through a week beforehand with your staff, volunteers, and presenters. This step is your chance to iron out any twists in the program and ensure everyone knows their role. Test the tech, too, so you can avoid any surprises on the big day.
7. Follow up on attendees
Your event isn't over even after the participants and guests have left. Instead of letting the event end on the day, send follow-up emails to participants, staff, and volunteers a week later. You may include a survey in the email to gather valuable feedback. Ask participants about the vendors, venue, and overall experience. You can also thank your staff and volunteers for their hard work and give them a chance to provide anonymous feedback. Don't forget to thank the venue and vendors as well. Building strong relationships is key for future events.
8. Learn from every event
Every event is a learning experience, and there’s always so much to pick up. Take the feedback you receive and use it to improve your event management skills. Assess participant satisfaction alongside vendor costs to see if there’s room for improvement. Identify areas where staffing needs to be adjusted and revise training programs to address any shortcomings. By embracing feedback and being open to change, you can ensure that your next event is even more epic than the last.
9. Have a backup plan
Many unforeseen situations can arise during events, mostly out of your control. For example, a delivery might be late, and a speaker might get stuck in traffic. Don't let these little glitches turn your event into a disaster. You can achieve this by having a backup plan for everything crucial, including speakers, equipment, and everything else in between. If something does go wrong, stay calm, assess the situation, and see if there’s a quick fix. If not, cut your losses and move on; your guests will appreciate your resourcefulness way more than panicking over something minor.
With these event planning tips in mind, you can take steps to create a rewarding event for your business and attendees. Try a few of the above steps and watch your business boost its industry profile and enhance engagement among participants.
