Top Tips

Top Tips for Businesses Planning an Event

20th November 2018, 8:00 am

Planning an event can be an arduous and time-consuming process, especially around the Christmas period! In order to minimise stress and to ensure the event runs smoothly, follow our simple step-by-step process to guarantee success.

1. Start Early

Depending on the size and prominence of the event, you must begin the planning process early. For smaller events, beginning at least one month in advance is advised and for larger events at least four is recommended. This allows plenty of time to bring it all together and avoids rushing last minute to get all the organisation done, reducing anxiety and ensuring the event runs smoothly.

Starting early and getting a date in place also ensures a good turnout, as guests are able to get it in their diaries way in advance to avoid any clashes. Similarly, make sure you decide on a location early, as with the Christmas period approaching, the Christmas party season begins, leaving a limited option of venues.

2. Vision

Know your target audience and the purpose of your event and tailor it specifically around who you invite, what it consists of and the logistics of the event and the time of year. Similarly, make sure everybody within your team is on the same page so you share the same vision, so the planning process runs cohesively.

3. Have a Plan B

It is likely that something will go wrong so if it does, don’t stress. Try and foresee possible issues and have a contingency plan in place to avoid total disaster and panicking last minute to try and resolve the issue. This is especially important around Christmas time with the changing weather and the chaotic time of year, so have options to cover your back and save yourself unnecessary stress.

4. Be Flexible

Following on from the previous point, encountering some form of problem or imperative change along the way is inevitable, so when it comes down to resolving it, don’t be too rigid with the way in which you want things. If there are no better options available, remain positive and make the most of the options which you do have!

5. Management

Ensure you direct and collaborate with your team effectively. Assign specifics tasks or roles to your colleagues, consisting of anything from, location and catering, to music and décor. The is the most efficient way of organising an event as long as you ensure you and your team are all on the same page in terms of your vision for the event.

6. Organisation

Using lists is an effective way to ensure you are keeping on top of everything that needs doing, as well as ensuring all tasks are completed way in advance of the event. Similarly, running through exactly what the event will consist of, step-by-step will help secure the events success.
Make sure the logistics of your event have been carefully and meticulously thought through- this can be anything from accessibility and parking to food and entertainment. Also, make sure whatever you decide, it is a feasible and appropriate option.

7. Publicity

Get online and promote the event, in order raise awareness and connect with your target audience. This needs to be done well in advance of the event in order to maximise interest and increase the likelihood of them attending.

8. Photography

Hire a photographer to capture the event appropriately and share photographs before, during and after the event.

Post lots of photos to engage and attract your desired clientele and make sure they accurately complement your vision and the purpose of the event. Social media is a powerful tool to encourage attendance at the event and gain the appropriate attention.

9. Be engaging

Give your guests a reason to want to attend, have a unique selling point or a high- profile speaker in order to encourage them to turn up and invest in the cause and get involved. There are a multitude of different events around the Christmas period so making your event standout is vital for a good turnout and the success of the event.

10. Follow up

Immediately following the event, send a note over either email or social media, emphasising the success of the occasion, in order to encourage repeat attendance. Similarly, this will solidify the vision of the event, as it provides you with a chance to ultimately publicise your cause and vision, reminding them of the great time they had.

This needs to be done within a couple of days following the event, before the occasion becomes nothing but a distant memory.