There are very few stressful moments in one’s career as those that concern organizing certain events. The bigger the event – the more stress you will undergo. If your first event to organize is one that lasts for a couple of days and requires a great deal of time for preparing, then get ready for a bumpy emotional ride. Luckily, more experienced event organizers have made a list of steps you should go through when organizing any event, and here, we have prepared this list especially for you.
Step 1: Lay the plan out
Careful planning is the sole key ingredient for any successful event (and almost everything else in life). Before you get to work, you need to prepare the whole program thoroughly. For each step of the way, you need to make sure that you meet the accessible budget as well as the needs of the guests. First of all, think of the dates. Weekends and Fridays are best for three-day events. If you have a dense program, it’s better to break it up into several days than pack everything in a single day and leave your guests completely exhausted by nightfall.
Next, think about the venue for the event. There are many event halls you can contact that offer great conditions for business events and conferences, so these should be your first choice. Finally, once you’ve got your schedule filled, go through it one more time to check whether you’ve made a reasonable time table.
Step 2: Find a crew you can trust
Events are rarely organized by a single person, so it’s crucial for you to find a team that you can trust to do everything right. The traits you should be looking for in your teammates are consistency, conscientiousness, and punctuality. If you can find a group of people who share these traits, you are sure to organize the best possible event. However, it’s not that often that we can choose our own organizational committee, which is why you should also try to learn more about the teammates you’ve been assigned with. You can start getting to know about each other with some classical icebreakers because team members that understand one another well are most entitled to be efficient-working event organizers.
Step 3: Go sponsorship hunting
Once you’ve agreed on the budget, it’s most probable that you won’t have enough money to organize the event just the way you’ve planned. This is where sponsors come in, and if you’re not skilled at sponsorship hunting, then you’re going to be in a rough patch. The secret to finding sponsors lies in sending targeted offers to big companies related to or interested in your event. For example, if you’re organizing a research conference in medicine, you could contact hospitals, laboratories, pharmacies, or other medical companies to provide you with more money or necessary equipment. Sponsors have the use of providing sponsorships because they get free marketing space, so make sure that you offer them plenty of it. You will most certainly attach sponsors if you present your event as a must-have advertising space.
Step 4: Contact catering agencies
A small brunch, coffee break, or snack is a default part of most events. You need to provide your guests with refreshments in order to keep them awake and satisfied throughout the whole day. However, not every catering service is as good as the other, so you should look for recommendations before deciding on which catering company to go with. You want a company that can provide you with a unique and memorable choice of dishes that leave a good impression on your guests. Guests with varying food intolerances or dietary preferences should be able to find something to munch on as well, so make sure you’re hiring reliable catering services that can accommodate them. This is a kind of service that you should opt for, so do your research.
Step 5: Mind the details
In the end, the details are what separate your event from all the other of the same kind. Your guests will be very pleased if you offer them something that shows your appreciation for them and the effort you have made in putting everything together in such a manner. For example, personalized wine glasses could leave every guest with the impression that they’re special to you. A small gift such as a box of candies or a goody bag is always a good idea because your guests will leave the event with something to remember the occasion by.
Don’t forget to put on a smile and mingle around because the event is only as good as the host is. Check up on your guests from time to time and ask them if they need anything. The best host is the one that guests can rely on and the best event is the one they will most likely want to come back to.