If you look at any successful organization, you will see that they all have one thing in common: company events and workshops. These events provide a great way to gather your employees and industry peers so that they can interact with each other and share information that would otherwise be difficult during normal business hours. However, planning such an event is not easy.
Organizing an event in a commercial space is one of the toughest tasks out there. The success of an event is determined by the efforts taken up and of course the techniques of the organizers. So, if you have been looking for methods and steps to organize a great event and make it successful then here are a few things to keep in mind.
Set up teams with specific responsibilities
The most important part of organizing an event is the fact that you need to figure out the different teams and then split up the work among these teams. They will help you to keep the entire process in place. If one team is lagging behind in pace then you can take up with it and work to help the team reach up to your pace. But you need to keep a steady eye on all the teams and their state of progress.
Regardless of the size of your business, always try to delegate responsibility. Having one person responsible for every detail usually doesn’t work well. Whenever possible, let people take control of the places they love the most. For example, let your company’s restaurateur take care of the details of the restoration. The more someone appreciates their responsibilities, the more likely they are to assume them successfully.
Identify your guest speakers
When it comes to identifying your guest speakers, this can be quite tricky as there are many paths you can take. The most important factor in this process is to identify whether you want to hire an informational speaker or a motivational speaker. According to John Rogan of MotivationalSpeakerz.com, it is crucial that you understand the key objectives of your event. If you want to inspire and energize your audience, then a motivational speaker is best. But if you need to convey information, then an informational speaker is best.
One thing you should also consider is bringing in a keynote speaker. According to KeynoteSpeakers.info, a keynote speaker helps to set the tone for the entire event and ensures that your audience is well-informed and engaged. This is critical since it can be difficult to keep people’s attention.
Prepare your speech
It is highly advisable that the organizers of the event have at least one speaker on stage during the event. This will ensure that your theme and message is carried out. Since organizing the event can be a bit overwhelming, it is important that you plan your speech in advance. You want to make sure that you have spent enough time writing the outline for your speech and prepared your presentation. Once you have your outline and slides in place, then you will be able to practice before the event.
Promote the event
While some of your attendees will be your fellow employees, it is also good to invite your industry colleagues. Here are some simple strategies you can use to promote your event
- Involve local bloggers: Be smart with bloggers. Involving local bloggers to participate in the event is usually a great strategy for gaining audiences before, during and after the event. Bloggers typically rely on high reach and usually don’t follow traditional media rules.
- Offer incentives to local partners to promote you: Press releases sent to relevant media will help generate media interest. You might also consider involving the media (online and offline) as partners. They get visibility at your event in exchange for the publicity they give it. If they don’t want to get involved at this level, approach them with the idea of having a contest so their readers can win tickets.
- Make it easy for your guest speakers to advertise to their supporters: If you have experts or speakers in attendance, encourage them to make their presence known to their social media followers. Or have them send something to their subscribers via email.
- Keep your stakeholders in mind
When you are organizing an event, you are doing it for someone. So, make sure that your stakeholders are the priority and they are satisfied with everything that is organized. The best way to do so is to consult your stakeholders after you have planned everything. So that your stakeholders can make minor changes in the planning according to their expectations. They are the main target of the event and they must be satisfied with everything that is going on around in the event. To do this, you will want to set goals that everyone can agree to. According to MotivationPing.com, it is important that you establish SMART goals when producing your event. This will ensure that everyone is on the same page.
Thus, if you have been planning to organize your event for quite some time now then you know what you should be doing. If you have your pans ready then you can get started with telling your teammates about the next steps and make sure you have a clear discussion before you get started.