Events are gathering social forums that provide individuals, groups, and organizations a binding social atmosphere that is staged to present a common purpose or occasion. It is here that some of the best ideas, most fluent relations among peers, clients, associates and/or family have a n opportunity to develop and manifest. These events are not always successful nor do they accomplish the intended purpose. This calamity can be prevented if your event was properly set up for success. This entails proper organization, preparation with strategic creative planning. However before anything, one must define what is the agenda? Who is your Audience? Where is the Venue? Target a guest list… Establish a theme, FOOD and BEVERAGES etc etc …As one can see, planning is essential in order to make any event or social successful. In the next few paragraphs we will breakdown the essential elements in what can make or break a successful event.
Planning is Essential: CONCEPTUALIZE
We have all attempted in some fashion to organize an event, social, or party of some kind and know all too well of the many stressors that come with it. Whether your event is big or small – If you are not organized this task will be a never-ending chore and its success is less likely. To make it less overwhelming, it is suggested that you break your event into bullet points or objectives that will assist you to streamline and ensure that you do not miss any details.
Event Purpose / Goals
First and Foremost, one must decide the reasons and objectives for having an event. As your approach will be influenced by determining what type of event it is? personal, business, political, or educational, etc . These various types of events are relevant as each has a differing platform and tone. For example a family celebration is handled quite differently than a company’s management team building and recognition event. This would matter because the intended actors and/ or audience’s level of participation and responsibilities will vary considerably in terms of engagement, size, budget and marketing to name a few. Determining and asking these types of questions narrows your scope on intended goals, which will hopefully manifest into a successful event.
Who is Your Audience
In conceptualizing your event – the main contributor is likely on who your target audience will be. Who and What is the event for? Such as,a company’s team building employee appreciation, and recognition event – Will it be an event for the whole company or just for a couple of departments? Will your top clients be invited? Will you invite the press? Will it be an employee-only event or will they be able to take a relative or friend with them? Having a clear idea of who your target audience is will make it easier for you to decide on the format of the event, and put everything else into place and start working on the guest lists.
Schedule Your Event
Grab a calendar and project a date for your event, avoiding holidays or popular vacation times. Events are usually more successful in attendance if they are not close to dates that would be conflicts of interest. Be sure to double check you selected date so it doesn’t match any other industry event that your target audience may be attending too. Once the date and time s agreed and set, you should start working on a thorough list of things that need to be done: the venue, transportation facilities for your guests if needed, sending the invitations, marketing the event, booking speakers if needed, etc.
Set a Budget
Planning any kind of event means that you absolutely must set a budget. Not having one is unwise because you could easily spend excessively and sabotage your event. Budget again is contingent on the type of event and venue as some venues include catering services, lighting, tech, ambiance, decor etc., while others do not. So it is recommended that you sit down with your accountant or financial team to determine what is reasonable for this endeavor. Be sure that the party is not going to eat into essential costs of the business.
The Essentials: VENUE / THEME / FOOD / DRINKS /
For any event to take place, a venue is paramount. This decision is determined off of your set budget, which sets the tone for all pending decisions for the entire event. Venue needs vary accordingly to your type, size, and characteristics of your event. It is suggested that venue accommodations and amenities fit the size and type of event you are planning. Based on your budget If you are planning to hold an event without food, you are making a huge mistake. People come to events looking for food and beverages. You’ll have to decide if you are serving a full meal or just snacks depending upon the length of the event. Looking into caterers who are familiar with catering and beverage menus for your particular type of event is smart – to ensure that you have a variety of options to please all of your guests.
Market Your Event
A successful event is a well marketed event – having a strategic and solid plan from conception. And no. You don’t need to be a huge corporation organizing a huge corporate celebration nor rely on mass media to market your event. Social Media has made it so convenient to post, blast and create a buzz – getting the word around far and wide. Be sure to follow up and get RSVP’s and keeping your guests updated live –
Follow Up and Work As A Team
NO matter how big or small your event is – it usually takes much more than oneself to pull off a successful event. In most cases, it can take a village of people. No matter the size, work as a team and delegate responsibilities. It’s impossible that a single person can be in charge of organizing and planning a corporate event and lead it to success.
Events are forums, privileged stages in which your company and your company’s message become the focus of attention of your target audience. Successful events often take a number of hands working together as a team posing diligence, patience, organization, and being able to adapt and overcome effortlessly. It requires attention to detail and following up – making a list and checking it twice goes a long way. Staying within budget in my experience is rare – but having the goal in my opinion is what matters –
During and Post Event – CheckIn with your guests. Walk and get a feel for the room, Taste the Food, Make sure the music is not too loud or vice versa, Talk with your guests – ensure the desired energy does not fall flat – enjoy the party – because when your relaxed and having fun – your guests follow …
Ice Twister Catering is sponsoring this content to assist you in having your own social affair or event. Let us know how we can be of assistance – as we take pride in our catering and food services for any event or social.