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Top 10 Insider Tips For Planning Killer Events

Events can be both stressful and tough to organise, particularly if you lack experience and time. It needn’t be too exacting, however, given the wealth of expert tips from successful event managers out there to guide you. If you’re new to event planning or are dreading the hectic build-up, learn from the experiences of others and you too will pull off a killer event. From choosing professional pop-up stands from expocart.com to utilising time management tools, here are 10 ways to launch a successful event and wow your attendees.

1. Choose the right date You can’t have an event without a set date. This can be one of the most frustrating aspects of event management because, although it sounds very simple, you need to make sure diaries align and calendar conflicts don’t happen. When choosing a date, make sure that your colleagues are all available. The key, however, will be your clients. Ensure you don’t clash with big events in your industry.

2. Choose a unique venue The event venue choice has to meet your client’s needs. If you pick an event that doesn’t fit your message, it’s a recipe for disaster. Furthermore, it’s best to ensure that you’re in an easy-to-access space. Looking for a unique space, you can choose anything from an aquarium to a more classic manor house; it all depends on your message.

3. Budget, budget, budget All budgets are different, so we can’t offer any advice on figures to look for. However, whatever budget you are afforded, try to stick within 90% of your allocated resources, saving the additional 10% as a contingency. Part of your budgeting is dictated by your guest list numbers. There are many tools to help you keep track of your figures; stay on top of them and it’ll be smooth sailing.

4. Marketing and influencers Traditional forms of marketing aren’t dead and you can still benefit from traditional publicists. However, remember to make good use of online influencers, social media, bloggers and others in the lead-up to your event. This is often one of the key means of creating a valuable event for your attendees. The success of an event relies less on the textbook efficiency or smoothness of the event itself, although that is incredibly important, and more about its lasting exposure and recognition. Make use of social media and remember to promote your hashtags on the day.

5. Stay on top of time Time management is one of the most important management skills. It encompasses everything from the pre-planning through assembling and producing the event to include the day itself. Stay on top of time throughout your day. If a presentation runs over, don’t get thrown off; build extra time into your programme to account for events or talks going over time. If your event runs late, it can cause more harm than good.

6. High-quality materials Producing high-quality materials — whether that’s hand-outs, fabrics in pop-up stands or banners — is crucial. You want to exude success through competent visuals. This extends through any written or published texts, online communications and social media campaigns. Ensure that you use the appropriate language, have your programme copy edited and appear professional.

7. Choose a trustworthy caterer Any catering company can appear fantastic on the internet, but don’t leap for a caterer without knowing a little something about their previous work. A lot of venues will offer in-house catering which tends to be more affordable in the long run. Unless you’re opting for something unique, it may be best to go for what the venue recommends. Either way, make time to go through the food menu with your caterers so that you know the quality on offer.

8. Don’t forget the drinks A special tipple is the best way to start an event, but there are many ways of offering drinks. From drinks vouchers through bottles per table offers, you need to decide your drinking arrangements (or whether the event will be dry).

9. Hire a photographer Depending on your event, a high-quality photographer is the best way to document and distribute your event, extending its longevity beyond the end of the day. When used properly, a photography campaign can work as outreach leading up to your event, engagement during and as a post-event conversation point.

10. Leave an impression Perhaps the most difficult and important aspect of an event is leaving a lasting impression. To do this, follow each of the previous 9 steps but add your own personalised twist. Choose a unique event, unique promotion, unique catering and interactive elements to keep your clients or guests engaged.

Planning an event isn’t simple, but get these 10 tips right and your event will be a killer. The key is preparation and the ability to prepare for anything. Stay efficient and you’re on the way to becoming a great event organiser.

This was posted in Bdaily's Members' News section by ExpoCart .