Professional events have become essential in the life of a modern company. But often the heavy logistics that surround the organization of this kind of event makes organizers nervous enough to dread getting started. However, with a few simple tips that we will give you, you will be able to fully succeed in your professional event.
Here are 5 golden rules to make your event a success.
You have followed everything to the letter and everything is ready for the big day. The registrations have arrived, the catering is ready, the sponsors are there, everyone is looking forward to it. Is the hardest part over? Unfortunately not. Because on the big day, you have to make sure that everything goes according to plan. That’s why a checklist can be useful.
Create an outline for your event
In an outline, describe in as much detail as possible everything that needs to be done at each moment, and by whom. Compare it to a movie script. The official program of your event is already a good starting point.
Use it as a basis for a minute-by-minute outline of the day’s activities. When should everyone be ready? What time is the briefing? When will the catering staff be ready? Who will pick up the speaker(s) and where? In your outline, everything has a specific time and place, so that nothing is left to chance. Or at least as little as possible. Even if you are never safe from a tile…
Build your team
Fortunately, you are not alone. Be clear with your colleagues about who is responsible for what. One person should be in charge of the reception, one of the catering and another of the hostesses, AV equipment, IT infrastructure, etc. If everyone makes sure their game runs smoothly and everyone does what is expected of them, then everything will run smoothly.
Don’t forget to involve your partner. Each party involved needs to know from the beginning when and where exactly there, sponsors, exhibitors and supply will be involved in the scenario, and the parties they will be working with. Communicate these responsibilities clearly, so that everyone involved knows who to contact at all times.
A clear briefing is already half the job
If you want your event to run smoothly, make sure that everyone knows from the start exactly what is expected of them. To this end, organize a briefing in which everything is clearly and precisely indicated.
Make this briefing as concise and structured as possible, so that no one gets lost. Also clearly state the contact details of all the people involved, so that everyone is always accessible. Also give everyone a copy of your outline (or a summarized version of it), so that everyone knows what is going on.
Do a dry-run
The day before the big day, go through the entire event step-by-step and compare the reality to what’s on paper. Check if the reception is well oiled, test the AV equipment with the sound engineer, even walk the route of the plate service or snacks, etc. If there are any timings that need to be adjusted, now is the time.
Above all, try to see what else could go wrong and make sure that you leave nothing to chance. At each step, ask yourself: “What if…? ? ” You can’t imagine all the things that could still happen. An exercise like this brings to light a lot of things you could never have anticipated around a meeting table.
Put up the right signage
Finally: put up clear signage so that everyone can easily find their way around (this is also the best and cheapest way to promote your partners and sponsors). Preferably the signage should be identifiable from the access roads and in the immediate vicinity of the site.
This way, everyone will arrive easily and on time to your event. Ask the local police how best to organize it. Some professional event sites also offer this service. So you don’t have to worry about it.
Also, install signage at your event site, especially if you are holding your event in a large complex with several rooms. Post information about the speakers’ presentation schedule in the room; you will greatly decrease the level of stress and irascible attitude. Also, make sure that directions to the restrooms, locker rooms, and parking lot are clearly marked for different reasons.
You can announce the event on social networks, create a hashtag specific to your reception and even organize a live broadcast from the reception venue. The virality of social networks will become your ally. Don’t forget to ask for feedback from the participants of your event and think about offering them a small souvenir so that they leave with a great impression of your company.