Lastly, ensure you learn the basic workings of event planning software. Event management platforms should be able to help organizers manage every aspect of their event. This includes event planning, setting up, marketing, monetization, and post-event feedback collection. An important part of the planning process is defining your target audience. Is it your company’s executives and upper management, business partners, or community members?
Highlight the unique value proposition of your event and its relevance to your target attendees, compelling them to register and attend. Event planning involves organizing and coordinating all aspects of an event, whether it’s a wedding, conference, or business gathering. The main objective is to create an exceptional experience for attendees while achieving the event’s goals. The larger and more complex the audience, the more helpful it can be to bucket potential attendees into personas based on commonalities. Using these personas to create targeted tactics ultimately results in more personalized experiences that have stronger appeal to the people that you’re trying to reach. Planning a successful event starts by recognizing that attendees are looking for more than an event ” they’re looking for an experience.
This blog will cover everything you need to consider when planning an event, including event planning steps, tips and an easy-to-use event checklist. Some event planners offer set packages or have an introductory offer to entice clients. When working with a new client, make sure to get all the details regarding their project.
Ensure that all elements, including décor, signage, and promotional materials align with the chosen theme. Choose a date that will minimize conflict with other industry events or major holidays. Consider the seasonality and weather conditions that might affect attendance and logistical requirements. Choose a venue that reflects the tone and image you want to convey and provides the necessary facilities to accommodate your audience comfortably. Thoroughly research your target audience, including their demographics, professional backgrounds, and interests.
Really getting to know what these individuals need and like can help planners make an event that’s not just successful but is also remembered and talked about long afterward. When creating a marketing plan, it is a must to set out marketing-specific goals and objectives. Similar to your event’s overarching goals, setting specific marketing goals is a way to ensure every effort is working towards measurable results. Creating a budget is an essential early step in event planning that helps to clarify other aspects of your plan.
You shouldn’t choose a platform that lacks some of the most vital features required for running a successful event. Otherwise, you may have to switch between a few different event planning tools to achieve the same result.
Most events will need a customizable event management platform to help them achieve what they want. Event organizers don’t want to be stuck with a platform that isn’t capable of transforming according to their needs. There can be a huge difference between customization and configuration, and most platforms in the market only offer limited customization capabilities. They combine both in-person and virtual events and offer an experience unlike any other. Some parts of the event can occur online, while some parts can be in-person. This way, global attendees can still get access to the event’s sessions and content while opening up networking opportunities for in-person attendees as well.
Since virtual events are hosted through an online platform, most of the logistical checks you need to do will be technical tests. So, go around the whole platform once and make sure all the links are working, run test sessions for webinars with your guest speakers, and remove any possible bugs. Double-check all A/V equipment so there are no surprises during live sessions. Following the event schedule should also be a top priority because time management is a big part of running a successful event.
Our multiple project views mean that event planners and managers can use project calendars, Gantt charts and there are task lists and kanban boards for teams. While reports can keep stakeholders informed, they might want to have access to the project. Share the calendar view with your stakeholders, which allows them to see start and end dates for all the tasks as well as milestones. A conference is a common type of large event, so for our event management purposes, let’s talk about a TEDx conference that we were involved in to illustrate how to plan an event. This example is a good scenario to explain the structure and challenges of planning a big event, along with the benefits of planning an event with project management software.
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Get a free Wrike trial to visualize event progress, organize work, and execute your next event successfully. Find out which marketing tactic brought in more attendees — for example, a press release in the print media, an Instagram Live, or an Ask Me Anything (AMA) session on TikTok.
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