To host an event that goes off without a hitch, it’s essential to have the right teams, timeline and plan in place well in advance of the actual execution. These events can be anything from internal trainings to tradeshow events, stakeholder presentations to fundraisers. So before you start planning your next event, here are some tips to help you make sure you’ve got all your bases covered:
- Give yourself plenty of time. Ideally, you should begin planning four to six months ahead of the event, or more for a multi-day event. When creating your schedule, be sure to include time for any installation and setup a week before the event—and a tech rehearsal two to three days prior—to give the team the opportunity to work out any bugs, make last-minute changes, and get presenters familiar with the room setup and technology.
- Loop in the right people early and share goals often. It’s important to get buy-in from key decision makers, as well as communicate event goals to all team members early in the process. Host a kickoff meeting with presenters, vendors and representatives from key internal teams such as facilities, security and IT to make sure everyone understands the importance of the event and their role in its execution.
- Don’t lose sight of the big picture. When determining a theme for your event, remember your goals and have a list of all the signage, branded elements, collateral and giveaways that you plan to use. Knowing where and how the event branding will be displayed will allow your team to think of the event holistically and create a well-developed theme that will resonate throughout the event.
If you’re trying to get press coverage or inviting the media to your event, keep in mind these tips from our PR team:
- Offer up your key speakers for interviews to generate news and interest before, during and after the event.
- Don’t forget about social media! Create a hashtag for the event, share it with your audience and encourage them to post during the event. Be sure to incorporate relevant social media handles for speakers, organizations and sponsors while posting during the event to widen your reach.
- Designate a single person to handle media on-site. This person will serve as an escort to media representatives and can provide any support they need. This person could also be responsible for live-posting the event through corporate social media channels.
Anyone who’s ever planned an event—from a birthday party to a corporate retreat—knows how much work goes into it. Having the right team in place and allowing yourself enough time to fully execute your vision are key. Even though you can undoubtedly anticipate some late nights and long weekends as the event draws near, hopefully these reminders will help you keep your planning on track and help your team execute a successful event.