In those first moments when I was choosing the topic, there came a lot of wonders inside my mind that whether I should write a detailed guide about event management or some reviews about those I joined? It was so hard to decide as the event topics are relatively broad and you just couldn’t pick one and write about it pointlessly. Hence, I tried to recall the moments I was asked for helps in organizing events and I suddenly recognized that all their reasons when consulting me were because they hadn’t had much experiences before. So, I think now is the time to share my top tips for a smooth execution in budget based on my years of breathing a variety of event to support the beginners in this field.
1. Get to the Whiteboard
No matter what kinds of event you’re planning, the first indispensable task to do is drawing the event’s strategies. Ask yourselves: what the event’s goal is, for whom you organize this as well as expect the capacity and budget for this event.
Maybe, you’re thinking that these steps are useless. However, remember that your event is a boon or a bust depends on the metrics you map out.
Maybe, you’re thinking that these steps are useless. However, remember that your event is a boon or a bust depends on the metrics you map out.
2. Be flexible in venue
Obviously, we all want to have our events organized in a “dream venue” with nice location, perfect stage and trendy decorations. However, these “dream venue” are usually unaffordable; and if you are currently living in a small town like I am now, finding a venue with good conditions is such a ball and chain. Therefore, the only choice we’ve got here is to be flexible in choosing venue. A neutral place fitting your desired capacity and having pretty good style is not a bad idea at all because you can redecorate it in the ways you want and most importantly, it fits your pocket. For example, last year I organized the New Year Festival in a private dancing hall because all affordable venues in the town were full-booked all day. However, after being re-designed, it looked pretty cool and actually quite ‘stylish’ as well. |
3. Improvising the music and lightning effects
Trust me, these are reckoned as one of the most important factors creating the atmosphere of the night. And seemingly, little money equals little effect so it may be your chosen venue doesn’t have amazing natural light. Well, my suggestion for this case is to adopt the artificial lights or hire separate pop-up lightning system, which can produce better effect if you know how to control it. |
Furthermore, about the music, have you heard about Spotify? You can curate a good playlists with it as well as share the playlist link with attendees as a thank-you gift for joining.
4. Utilizing technology for during-event marketing
Usually, we are most active with marketing before the event’s date so we’re able to gain engagement from our target customers and sell tickets. Once we’ve got enough participants coming, Marketing seems to be dropped out and only get updated after the end of the event. However, you should know that marketing is not only about promotions but also branding yourselves to attract customers for long-termed purposes. Below here are some cool tech I would recommend for during-event marketing.
· Bubb.li: this is a great website where you can get supports in live streaming event in social networks so that everybody could know what is happening there online.
· TINT: If you’re lack of viral marketing skills, get help from here. TINT will pull your user-generated and branded content from over 10 social networks via hashtags, geotagged location, …)
· Event Farm: this helpful site allows you to send out customized invitation, event registration and check-in, even selling tickets, which makes your event seem much more professional.
· Bubb.li: this is a great website where you can get supports in live streaming event in social networks so that everybody could know what is happening there online.
· TINT: If you’re lack of viral marketing skills, get help from here. TINT will pull your user-generated and branded content from over 10 social networks via hashtags, geotagged location, …)
· Event Farm: this helpful site allows you to send out customized invitation, event registration and check-in, even selling tickets, which makes your event seem much more professional.
5. Leave a mark
That an event is successful or not isn’t determined only by how big its capacity is or how much in revenue it generates. If there are lots of participants joining the event but they leave taken no values from it, that event is not considered as a real success. Hence, it’s a must to have some kind of souvenirs for the guests to take back home so that they could look at it and remember about you. Furthermore, the value of the souvenirs is not about its price but the meaning and relation between it and your venue. It could be a well-designed thank-you note or a photo of guest with backdrop, … No matter what it is, it must show how appreciate you are with their participation. |
So those are my 5 pocket tips to apply when organizing events. I hope that it could be useful for you as well and I wish you the best luck in organizing your next event ^^
P.s. What are your tips for flawless events? Share with me in comment :D
P.s. What are your tips for flawless events? Share with me in comment :D