A one-time event can be special and groundbreaking if you focus on a certain purpose like organizing a grand opening, hospitality in sport event, conference and more. But there are hundreds of challenges you may have to face in event planning. In order to tackle these types of challenges, here are top 10 tips to plan for event:
1. Consider possible dates: When it comes to define the date of conference, this is very helpful to consider several possible dates in your mind. Sometimes, there are cases occur when the location is not available on your preferred date. So, you have to switch the location. For a successful event, never choose the bank or public holiday because there is a less chance of proper attendance on your conference. When it comes to plan or fix the date of conference, this is important for the events planners to consider the intended audience so that they can avoid the date of conference where other conferences are fixed. So, it is important to check the competitive conference date on conference calendars for the event mangers. At the same time, the conference can be planned directly before or after other competitive conference at the same location by the event planners. In this regards, the attendees can be interested in both events.
2. Make budgetary plan: In one-time process of event planning, making a budget is the key. You should create a financial blueprint to your event managers. The plan should be specific in which revenues like ticket sales, sponsorship etc. and expenditures like location, printing, refreshment, supplies, security etc. can be included. All in all, you should consider each and every minor thing related to the event.
3. Find a conference venue: After making the budget and planning the date for your conference, the venue is the next most important thing to consider for the attendees and speakers well-being and for your successful conference. You can start searching the appropriate venues that can be easily accessible for the attendees. For example, the venue located in downtown or near the railway station or airport is good for your successful conference. In order to offer staff with sound infrastructure, a star-rated hotel with an air-conditioned conference hall is best decision so that it may leave less work for you. Make sure the size of venue is perfect for the number of attendees. Check the event venue before the event day so that you can avoid the risk of potential and unpleasant surprises. Also, you can ask other event planners about their experiences in their planned locations.
4. Topics and speaker: Along with planning the venue, the agenda of the meeting along with the speakers are the keys for the conference. Organizing well-known speakers at first stage is the key to successful conference. The famous speakers are successful to attract more attendees and grab their attentions. They are not only the crowd-pullers. In fact, the events planners don’t underrate their performance. Before pre-selling the conference tickets, you should mention the meeting agenda roughly. Food and catering should also be included to get the large amount of time for networking.
5. Online registration for pre-sell: The payment management and attendee registration is important because they are considered to be the leading revenue-catcher for an event and event planner too. This is also a great idea to collect maximum possible data of attendees for marketing after the conference and this is possible with attendee registration. The customizable registration forms are provided by the professional event planning services. In this way, you are required to host online form on the website of event managers or your own website.
6. Include discounts: This is the great tool to increase conference ticket sales from the initial stage. This gives you the fast cash flow and financial revenue from the first stage. In this way, you can send the invitations or discount coupons in newspapers, magazines or via email by blog. Also, you can give incentives to the companies in order to send maximum number of attendees in the conference. The discounts included are said to be the incentives for attendees included by event planners.
7. Promotions: An excellent events manager makes the list of guests in order to send the promotions and target the market by the intended attendees. Promotion of your event or conference is preliminary based on getting more attendees and to reactivate existing attendees. You can do this by these ideas:
1. Offline promotions in the form of sending invitations through newspapers and magazines.
2. Giving invitations to attendees of last year.
3. By posting the ads and conference date on the website.
4. Posting the local event lists, related directories and blogs along with conference calendars.
5. Involve media in your conference for more promotions.
8. Badges and list of attendee and inventory: Check out whether the speaker requires any special equipment or device or not in advance and make sure the delivery is made within given time frame. Create a checklist of all necessary equipments so that you can avoid missing anything. Test the technical equipment before 2 hours of event.
9. Ensure proper entry management and onsite registration: The onsite registration and entry management for your conference should be efficient. In order to manage the entry, a printed attendee list is the slowest way. So, this would be more efficient if you plan electronic system for registration of attendees that can read the barcodes printed on the form for confirmations. In this way, the queue of attendees can be avoided because the registration process goes through faster process.
10. Have a successful ending of conference: Leave the conference hall clean and tidy after the conference completed. Make sure all the technical equipments have been sent back and pay all the necessary bills. You should check out the conference hall in full so that you can avoid the chance of forget anything. Thereafter, you can evaluate the success of your conference event. Also compare the budget with the amount of money spent on the event. Send thank-you letter to your attendees to all speakers and attendees.
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1. Consider possible dates: When it comes to define the date of conference, this is very helpful to consider several possible dates in your mind. Sometimes, there are cases occur when the location is not available on your preferred date. So, you have to switch the location. For a successful event, never choose the bank or public holiday because there is a less chance of proper attendance on your conference. When it comes to plan or fix the date of conference, this is important for the events planners to consider the intended audience so that they can avoid the date of conference where other conferences are fixed. So, it is important to check the competitive conference date on conference calendars for the event mangers. At the same time, the conference can be planned directly before or after other competitive conference at the same location by the event planners. In this regards, the attendees can be interested in both events.
2. Make budgetary plan: In one-time process of event planning, making a budget is the key. You should create a financial blueprint to your event managers. The plan should be specific in which revenues like ticket sales, sponsorship etc. and expenditures like location, printing, refreshment, supplies, security etc. can be included. All in all, you should consider each and every minor thing related to the event.
3. Find a conference venue: After making the budget and planning the date for your conference, the venue is the next most important thing to consider for the attendees and speakers well-being and for your successful conference. You can start searching the appropriate venues that can be easily accessible for the attendees. For example, the venue located in downtown or near the railway station or airport is good for your successful conference. In order to offer staff with sound infrastructure, a star-rated hotel with an air-conditioned conference hall is best decision so that it may leave less work for you. Make sure the size of venue is perfect for the number of attendees. Check the event venue before the event day so that you can avoid the risk of potential and unpleasant surprises. Also, you can ask other event planners about their experiences in their planned locations.
4. Topics and speaker: Along with planning the venue, the agenda of the meeting along with the speakers are the keys for the conference. Organizing well-known speakers at first stage is the key to successful conference. The famous speakers are successful to attract more attendees and grab their attentions. They are not only the crowd-pullers. In fact, the events planners don’t underrate their performance. Before pre-selling the conference tickets, you should mention the meeting agenda roughly. Food and catering should also be included to get the large amount of time for networking.
5. Online registration for pre-sell: The payment management and attendee registration is important because they are considered to be the leading revenue-catcher for an event and event planner too. This is also a great idea to collect maximum possible data of attendees for marketing after the conference and this is possible with attendee registration. The customizable registration forms are provided by the professional event planning services. In this way, you are required to host online form on the website of event managers or your own website.
6. Include discounts: This is the great tool to increase conference ticket sales from the initial stage. This gives you the fast cash flow and financial revenue from the first stage. In this way, you can send the invitations or discount coupons in newspapers, magazines or via email by blog. Also, you can give incentives to the companies in order to send maximum number of attendees in the conference. The discounts included are said to be the incentives for attendees included by event planners.
7. Promotions: An excellent events manager makes the list of guests in order to send the promotions and target the market by the intended attendees. Promotion of your event or conference is preliminary based on getting more attendees and to reactivate existing attendees. You can do this by these ideas:
1. Offline promotions in the form of sending invitations through newspapers and magazines.
2. Giving invitations to attendees of last year.
3. By posting the ads and conference date on the website.
4. Posting the local event lists, related directories and blogs along with conference calendars.
5. Involve media in your conference for more promotions.
8. Badges and list of attendee and inventory: Check out whether the speaker requires any special equipment or device or not in advance and make sure the delivery is made within given time frame. Create a checklist of all necessary equipments so that you can avoid missing anything. Test the technical equipment before 2 hours of event.
9. Ensure proper entry management and onsite registration: The onsite registration and entry management for your conference should be efficient. In order to manage the entry, a printed attendee list is the slowest way. So, this would be more efficient if you plan electronic system for registration of attendees that can read the barcodes printed on the form for confirmations. In this way, the queue of attendees can be avoided because the registration process goes through faster process.
10. Have a successful ending of conference: Leave the conference hall clean and tidy after the conference completed. Make sure all the technical equipments have been sent back and pay all the necessary bills. You should check out the conference hall in full so that you can avoid the chance of forget anything. Thereafter, you can evaluate the success of your conference event. Also compare the budget with the amount of money spent on the event. Send thank-you letter to your attendees to all speakers and attendees.
Via
events planners
Nice Post and Tips which are more helpful for organize successful event plan by best conference planners
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