When you want to hold a business event, and also be successful, it will be essential that you take into account two magic words, organization and planning, because they play a vital role. For this reason, in this article, you will find 7 tips to make a successful event and promote your business.
Whether the event is a congress with international repercussions or a meeting with potential clients of the sector, you have a whole year to organize it or just a week, the success of the event will be in the small details that you have taken into account so that everything goes well and be an unforgettable experience.
Many times you make the mistake of thinking that the bigger the budget, the better the event will be, but the reality is that the two magic words have more importance, because with little budget and proper planning/organization you will have assured success.
However, no matter how much money you invest to celebrate the event, if you do not do a good planning and organization you will never get to make an event that is relevant.
7 tips to make a successful event are given
- Purpose of the Event
- Make a to-do list
- Establish the budget
- Review the day of the event
- Have an emergency plan
- Offer a gift
1. Purpose of the event to make a successful event
First of all, it is very important to have a clear idea about the purpose of the event, that is, you must know what you want to achieve with the celebration of the event.
For example, if the event is only about creating awareness among people for your new product or it is simply an informal business meeting or an informal conversation with potential customers.
In addition to knowing the purpose of the event, it is also vital to have an idea about your target audience, as this will depend a lot to organize the contents of the event.
If in this first stage you have any doubts or do not know how to respond to these two concepts, then you should probably ask yourself if you really need to organize an event to promote your business, since it is essential to guarantee its viability to avoid a bad result.
Remember that having a clear idea about the purpose of the activity as well as the target audience will help you to stay focused on the specific goals and even to avoid that the scope of the event gets blurred along the way.
2. Make a to-do list to make a successful event
If you want to succeed in the corporate event you should prepare a list of tasks, because it is really important for the planning and the organizer of the event.
For this reason, it is necessary to write down everything that comes to mind while we are planning or organizing the event because it is the best way to not forget any detail and the event is a resounding success.
The great advantage of having a list of tasks prepared when you are organizing a corporate event is that it helps to keep track of all the things that are done as well as the things that remain to be done since there are numerous important details that are involved.
A simile of this example would be when you go to the supermarket with the shopping list to not forget anything, that is, a list with the things you need to buy for your homes such as food or any other product.
You must bear in mind that the organization of a corporate event involves doing too many actions, such as:
- Rent room
- Suppliers of drinks, soft drinks, and coffee
- Internet WIFI
- Tickets or access cards
In short, it is essential to make a list of tasks to ensure that you do not forget anything important during the planning of the corporate event.
If you want a recommendation, we advise you to negotiate with companies to provide their products for free in exchange for advertising for your brand at the event, that is, find all the sponsors (partners) that you can because this way you will save a great amount of money, time and efforts.
If you want a recommendation, we advise you to look for all the possible sponsors (partners) to provide the products you need for the event for free, since they will also be interested because they will get free publicity for your brand, and in this way you will save a great amount of money, time, and efforts.
The great benefit of knowing how to delegate all the tasks is that in the end, everyone wins, sponsors, organizer of the event and the assistants, but even more important that I could not forget, the event.
3. Establish the budget to make a successful event
One of the main keys to succeeding with a business event is to save the organization’s costs as much as possible and to achieve this it is vital to look for sponsors to collaborate with the event.
There is no doubt that the budget will depend to a large extent on the type of event or size (number of attendees) that is being organized, but it is also necessary to lower the costs of the event so as not to lose money.
However, even if it is important to reduce the costs of the organization for the event, you must bear in mind that this saving cannot affect the quality of the event because otherwise the reputation of your company will be damaged.
When we talk about saving costs we always refer to all those things that you can get by other means such as sponsors through their collaboration or volunteers to help in the celebration of the event.
It is true that the budget for an event is a very important factor, but this does not mean that the bigger the budget, the better the event, on the contrary, it can often be a great failure due to bad organization.
4. Marketing to make a successful event
Another very important aspect that you must take into account to achieve a successful event is to promote it through social networks since it is the only way to get the celebration of the event to a large number of interested people.
Surely now you will be thinking about the social network Facebook to promote the event because it currently has the chilling figure of 1.5 billion users, but you cannot forget about the second fastest growing social network called Instagram, and also the Twitter.
As you already know, on the social platform Facebook you will have to use the Ads tool Facebook Ads and invest money to increase the reach and thus attract more attendees for the event.
However, on Instagram, you have the great opportunity to show the publications to all the followers without paying, and on Twitter, you can gain greater reach by publishing at the best times and using hashtags trends.
In addition to using social networks to promote the event and sell more tickets, it is also advisable to hold contests, raffles, and promotions to give tickets and thus gain greater visibility, as people will share the publication in their profiles with friends.
It would also be ideal for you to use the Periscope streaming mobile application to get free tickets with Twitter followers, since this way you will have more impact because users can share the broadcast on your timeline.
5. Review the day of the event to make a successful event
Arrived the day of the event and with nerves to the surface due to the tension, you just have to focus on checking that all the planned things are being executed according to the previous planning that you did.
A very common mistake that some event organizers usually make is that when the day of the event arrives they do not stop sweating and running stressed from one side to another, so never make this serious mistake because it will be the result of poor planning and organization.
Many people consider that it is normal to be with that state of mind during the organization of the event, and nothing is further from reality, it is normal for the organizer to delegate 99% of the work so that he can supervise all the tasks that are necessary for the event to go perfectly.
- In short, the organizer will only have to do three things:
- Check that all delegated tasks are doing well
- Make sure that clients and assistants are well cared for
- Attend VIP guests
6. Have an emergency plan to make a successful event
Another important thing that you should do when organizing a business event is to have an emergency plan or if you prefer a Plan B because there is always a possibility that the event goes wrong or something unexpected happens (something very common).
The great advantage of having an emergency plan or plan B is that it avoids suffering bad times in the event, and therefore, guarantees to be prepared for it if it happens.
This does not mean that you are a pessimist when organizing the event, on the contrary, it is smart to know how to anticipate situations so you do not get caught unexpectedly without knowing what to do or how to act, so it is vital to have a plan B designed by if it were necessary to use it.
When you make a plan B for the event you must take into account any situation or task but always with common sense, that is, you do not have to contemplate all the possible situations although the most important.
7. Offer a gift to make a successful event
Last but not least, it is usual when you organize a business event to want everything to go perfectly as planned, but you cannot forget the attendees either.
When we speak of the attendees we refer to their experiences during the event, and that is why we recommend offering a free gift to the public when the event has ended as a thank you for your attendance.
It is advisable that the gift is always something related to the professional activity of the company and/or the type of event, that is if your company sells accessories for smartphones would be ideal to give something that works for any mobile device.
When you give something for mobile devices first make sure it is compatible or works correctly for all models since all people do not use or have an iPhone6S because they prefer to use Android.
We also take the opportunity to advise you not to make the serious mistake of saving money on buying gifts because there is a brand that gives you free pens with your logo because with that attitude you will never be able to provide a memorable experience to the attendees.
We hope we will like these 7 tricks to make a successful event and promote your business. We want your comments and suggestions to improve our ideas. Wish you a very happy new year!