10 Tips on How to Organise a Successful Event
When it comes to any sort of event, there is absolutely nothing more important than proper planning and good organisation. It doesn’t matter what kind of event we’re talking about: a child’s birthday, a corporate party, or a rock concert; there are a few things you can do to ensure that the event is successful. If you are looking for ways to organise a successful event, you’re in luck, as we’ve put together a list of ten things that will help you make your event memorable.
1. Set clear objectives
Why are you taking the trouble to organise such an event in the first place? Do you want to attract an audience or new members, customers, or potential clients? Are you trying to show the world everything that you’ve accomplished so far? If you want to make the right move and the right decisions, you need clear objectives. When you know why you’re doing something, you’ll find it easier to focus on what’s important.
2. Determine your budget
When you have clear objectives, you need to think about your budget. Sometimes the budget will cover everything you want to have at your event, but sometimes it won’t. So before you start booking venues and catering and contacting guests, you need to determine the amount of money you’ll need to make everything happen in the first place. When you know your budget, you’ll find it easier to plan and prepare everything, and you’ll be ready even in case you need to alter your original plans.
3. Pay attention to details
The devil is in the detail, and if you want your guests to be pleasantly surprised, you need to think about everything: how they’ll get to the venue, what they’ll find there, and how they’ll spend the time. Food, music, venue, wi-fi access, and the chance to do or see something interesting during the breaks – all these things matter and make your event more successful in the eyes of your guests.
4. Stay on top of things
A good organiser always knows what’s going on everywhere. You need to mingle with the crowd to experience what they’re experiencing first-hand, and you need to make sure that there are people who’ll let you know in case anything goes wrong.
5. Include others
There are people who believe that they’re able to take care of everything on their own. Such people are reluctant to ask for help, which is amiable, but it also puts a person under a lot of stress. Include others into planning: ask for their ideas and see if they’re able to come up with different solutions for obstacles you’ve encountered.
6. Assign responsibilities
Just as you should ask for others’ ideas, you should include them in the practical organisation. If you allocate responsibilities, you’ll find that it’s not that stressful to organise an event in the first place. It’s perfectly acceptable to have different people responsible for different aspects of the event: guests, venue, catering, music, invitations, promotion… When everyone has their task, it’ll be less stressful and more successful.
7. Make lists
Even though we can’t always get what we want, having “ideal lists” is helpful. Think about what your ideal event would look like and write every minute detail down. Stick to these “dream lists” and try to get as much done as possible, but accept that you will definitely have to compromise at some points. Still, these lists are a great starting point for organising any event.
8. Marketing matters
It would be devastating to have everything set and ready to go only to discover that your venue is completely empty save for you and your team. This is why you should put a lot of thought and effort into marketing. Drawing your target audience in is a form of art, and unless you can persuade them to attend your event, all your hard work will be in vain.
9. Have a backup location
You should always go and check the location in person as early as possible. Check if it is easy to find the venue and to reach it, see if the air condition and wi-fi work, and whether there are enough toilets for the intended number of guests. Such issues should be checked in advance, and in case something goes wrong, you should always have a plan B and another location you can move your event to, if need be.
10. Ask for feedback
Organising an event is exhausting, but you shouldn’t skip the final step: asking guests for their feedback. Have printed evaluation forms ready and hand them out at the end, or simply ask the guests to fill an online form when they get back home. Let them assess everything, from food and music to location and logistics. This will help you avoid any mistakes in the future and show you what you did right.
Anyone who has ever taken it upon themselves to organise an event knows that the line between a successful and unsuccessful one is very thin. This is why it’s important to be well-prepared and put a lot of hard work and enough funds into the organisation. If you start on time and stick to our tips, you’ll see that your future events will be remembered as extremely successful.