Organizing an event is not an easy task, whether it is on a small or large scale, it is a task that requires planning. Due to the number of people involved in its execution, as well as all the details involved, it is a job that must be faced with planning so that everything goes well and achieve the objectives set.
When organizing an event, several details must be taken into account: the type of event (sports, gastronomic, cultural, etc.), the location (venue and dates), the capacity… So if you are wondering how to organize an event step by step, we have prepared a short checklist with five essential steps on the planning and organization of events that you should take into account.When organizing an event, several details must be taken into account: the type of event (sports, gastronomic, cultural, etc.), the location (venue and dates), the capacity… So if you are wondering how to organize an event step by step, we have prepared a short checklist with five essential steps on the planning and organization of events that you should take into account.
How to organize an event step by step.
Are you thinking of organizing an event? If so, you should know that event planning must, or at least should, be structured in three parts.
The phases of an event
- Pre-production phase: before the event. It’s time to organize and plan it to perfection, and this involves: objectives, strategy, budgets?
- Production phase: during the event we will make an exhaustive follow-up of the organization of the venue, staff, suppliers and attendees.
- Post-production phase: After the event, we start dismantling the venue, analyzing the achieved results and actively listening to the participants.
Planning and organizing an event
Now that we have visualized the phases of an event from the organizers’ perspective, here are five steps to help you plan your event in the most organized and efficient way possible.
Define the objectives and structure of your event
The first step is to create a briefing that will gather all the information about the event.
The briefing is a “summary” document where we compile all the necessary information regarding the event. It will be the action guide to get us started with the planning.
For the organization of your event, you should include the following sections in your briefing:
- Type of event: here you must specify what your event will be about and the type of event it is. Sporting event, gastronomic event, roadshow, music festival, congress, training sessions… Take into account the format of the event, whether it will be face-to-face or online.
- Objectives of the event: what do we want to achieve with our event? Do we want a direct economic benefit, do we want notoriety or do we simply want to create a space for entertainment?
- Audience: determine who your event is aimed at: is it for seniors or is it aimed at young people, is it an event for current customers or is it for potential customers? Here you should make a (realistic) estimate of the number of attendees that may attend.
- Budget: Determine the budget you have for the organization of your event. This step is crucial to be able to organize the event realistically and within our economic possibilities.
- Schedule: Set the schedule for each step. Ideally, you should organize your event three months in advance. Everything depends on the characteristics of the event, so don’t leave everything to the last minute.
- Date, place and capacity: once you have established the type of event you want to hold, choose the date and time. From there, look for the venue that best suits your needs (possible dates, capacity, characteristics of the space).
- Staff: mark in the briefing the team that will be necessary to carry out your event. By equipment we mean human capital such as staff, security, hostesses, medical equipment and catering equipment. All of this should be in accordance with your type of event, your budget and the chosen venue
Take into account the experience within the event
If you want your event to be different and stand out among your attendees, you can create an experience within it.Take into account the experience within the eventIf you want your event to be different and stand out among your attendees, you can create an experience within it.
Think of traditional elements in which you can innovate. For example, incorporate elements that appeal to the five senses or integrate technology into the event, such as managing attendee registration through digital systems that avoid queues and improve attendee well-being.
Look for sponsorships and sponsors for your event
With all the above information already determined, you can start looking for sponsors for your event. Having sponsors and sponsors will help you split costs.
Keep in mind that your sponsors should be aligned with the theme of your business, the audience and the values you want to convey your event.
Sponsor your event
Whether it is an internal company event or an external event with a public outside our organization, we recommend that once planned, you publicize your event.
In case of internal events: create an internal communication through the corporate newsletter or through the informative mailing.
For other events: if you already have a database of attendees, you can send them an email marketing campaign. If, on the other hand, you are looking for other attendees, you can promote yourself through traditional media (media, external advertising, flyers, etc.) and social networks (organic and/or paid).
Rectify and modify if necessary
One last step before the big day arrives. If something doesn’t work or unforeseen circumstances arise, rectify and modify if you think it’s necessary. It’s never too late if it’s too late!
Recommendations after the event.
Once your attendees leave the space, the event is over, but the work that remains to be done after the event is just as important as the work you have done before and during the event.
At Gofun we recommend that after your event:
- Prepare a report of results. It is time to analyze. Find out the results you have obtained once the event is over, if you have achieved the objectives set. To do this, you can focus on attendance percentage reports, ticket sales, etc.
- Listen actively to your attendees. Find out what your attendees think after the event is over. Do active listening on social networks, opinion forums or pass a satisfaction questionnaire via email.
- Maintain the relationship with attendees. If you plan to hold more events or want to redirect your audience to other possible events or actions, it’s time to think about a good email marketing strategy that will keep your attendees loyal for future events.
As you read, organizing an event is not an easy task. It requires a planning process that avoids unforeseen events and ensures that our attendees enjoy every second. If you want to improve the experience and well-being of your events through technology, you can contact our team to receive personalized attention.