The organization of an event is not exactly a simple tasks. Carrying it out involves paying attention and taking into account a multitude of actions that, if developed correctly, will make the difference between a successful event and a bad event.
In this blog, we will take a closer look at planning an event. We will help you establishing some steps to follow as well as to develop a detailed budget for it.
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The word organize is made up of Greek roots and means ‘to turn into something useful, that works’. If we apply it to how to organize events, it is about structuring and building an experience that attracts our clients.
Organizing events is not a simple task, since it requires a lot of preparation and above all time to plan an event. We must differentiate ourselves from the competition to offer something eye-catching and attract customers to our event and not to another.
To do this we will have to finalize every detail, from the first information that our client receives to the memory that he/she takes of our event. Each and every one of these details are essential for the success of this event and the next ones we are going to make.
If you want to know how to start organizing events and do not know where to start.
We leave you with a definitive guide to organize events.
The success of an event is determined, to a great extent, by a good planing, we must plan an event no matter if it is a small or a large one, it is key for everything to go well.
Event planning is the first step to make your organization a reality. To plan an event the first think we will determine or raise is the type of event we want to do, the reason why we want to do it and how we are going to achieve it.
If we do not know what we want to achieve, how are we going to achieve it?
That is why when organizing an event it is key to know the objectives and the target audience of the event.
Find out exactly who would be interested in your event, know the age range, geographic area, musical tastes, etc… Is is essential for the organization of the event to be successful and reach the target audience.
To plan an event it is essential to define the budget or at least make an estimate. It is one of the fundamental steps for the event to go well and to avoid surprises for running out of money dedicated to the cost.
The budget depends on such important aspects as the hiring of musicians or artists, the venue, equipment, set-up and dismantling, staff, promotion and marketing, etc.
How to budget for an event?
We recommend that the budget for your event is defined, but also that it is flexible, because some unforeseen events may arise and it is important to be prepared to deal with them.
In this section you should also take into account all teh expenses derived from the organization of the event. As well as income and sponsors. Therefore, it is important to establish in advance the prices of the products and/or services to be offered before, during and after the event.
The work team that is going to participate in the events is part of the backbone of the planning, because a correct organization depends on them and that the protocol of an event is followed correctly and the objectives set are achieved.
For this reason, a prepared and multidisciplinary team is required. The number of personnel will depend on the size of the event.
The number of staff will depend on the size of the event. The number of staff will depend on the size of the event. The most important thing at this point is to designate the roles that each one must fulfill and appoint a person responsible for each project to ensure the proper fulfillment of the tasks.
An essential part of planning an event is the design of its branding, that is to say, it must try to capture the essence of the brand to translate it into a memorable and meaningful experience.
In this way, we will have to guide the actions to be taken, the decoration of the event and everything related to the event, depending on what we want to convey.
Once the organization of the event has started, we will need to count with a financing or an investment to be able to carry out the event. It is then when we will have to use our commercial skills and make use of them to look for sponsors who invest money in our event.
In this way, depending on the investment we have, we will be able to organize or not, and we will be able to have everything we have had so far.
Go for the digitization of your event with an event management software.
At Premiumguest we offer a global solution that will allow you to increase revenue and have greater control over sales, because you can manage events under your own brand and sell more tickets online from your own website.
You will also be able to integrate sales to the more than 150 promotional channels we collaborate with (Ticketmaster, Eventbrite, Resident Advisor…), and independent public relations channels that will help you promote your events.
For the planning and organization of the event to be a success, you will be able to streamline access thanks to our capacity control App and control it in real time.
But it doesn’t end here, at the end of each event you will have several statistics that will allow you to better know the customers of your nightclub and make them loyal.
Let’s not forget what is communicated and how it is communicated. As it has been previously discussed in this article, in an event it is just as important before, during and after the event. Precisely for this reason, a good marketing strategy can help us a lot when it comes to capturing people’s attention.
In a society as digitized as this, everyone is so updated that capturing the attention of the public can be really difficult, however, a good promotion plan will help to reach many more people and capture their attention faster. Something that will undoubtedly increase customer volume and therefore possibly sales.
Every event is different and may have different needs, objectives and budget, however the steps to follow for a good organization are the same, regardless of the type of event and the number of audience.