Event Management, a phrase dreaded by many people in the public relations industry. It sends a chill down the spine, causing hands to tremble at the mere thought of the enormity of grinding work involved in managing events. But it doesn’t have to be this way.
If you have the attitude that running a big event in Ireland is a back-breaking labour, it isn’t going to be much fun for your guests. Here are some top tips to running a great event that people will remember and will even help you enjoy it.
- Ask the right questions:
When you first begin planning your event, you need to know what you need to get out of it. In order to do this, you need to ask the right questions. Who is it for? What sort of guests are we inviting? What is the theme of the event? What are our goals for the event? Why are running this event?
Once you know your audience and what your objectives are, you have won half the battle of event management. For example, if you are running an event for the motor sector, you need to have an idea of what sort of people are involved in the sector to be able to get their attention with speakers and topics that interest them.
Knowing your audience also helps with choosing the right location, the right date, and the right venue. This is simple stuff for experienced event management professionals, but in our daily work it really is amazing to hear how often people don’t attend big events because the timing or location is wrong. For example, you won’t get many chefs at an event on a Saturday evening, and executives in Dublin won’t want to travel too far out of the city.
Taking the time to think about what your audience needs and wants is crucial.
- Plan Every Detail
Planning is everything when it comes to good event management. If you are inviting several hundred guests to your company’s event, you need to showcase yourself in the best possible way. If your event is disorganised, or even if there are a few small snags, people will notice and take away a poor impression of your company.
The best place to start with planning the event is by drafting a thoroughly detailed timetable of how you want to the event to go. From start to finish, you need to pan every single minute, leaving nothing out. For example, if you have a VIP guest arriving to your event, you need to time how long it takes them to get from their car to the front door, how long they will spend in the lift, how long they will spend shaking hands before they speak etc.
Stripping your event down to this level of detail not only allows you to know how long your event will last but, more importantly, allows you to foresee any problems or issues that may arise and what you need to do to prevent them.
- Make it Fun
If the event planning isn’t fun for you, it won’t be fun for your guests. Don’t be afraid to bring the secret sauce in successful event management, which is your own ideas and creativity. If you have a great idea for your event, don’t be put off from using it because its not what is normally done.
It can be a good idea to do something that your guests don’t expect, just to grab their attention. We have all been to those events that consist of terrible speakers droning on and leaving everyone itching to run down the street after the lunch break. Getting good speakers is crucial here, but you also need to ensure that the event is visually interesting, with captivating backdrops and video content.
At the early stages of the event planning, bring your team together to brainstorm some creative ideas based around the topic or theme.
However, don’t get carried away, and make sure that your audience is at the centre of the event. Many events fall down because the planners have ideas that sound good in their head but just don’t work on the day.
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