Successful events create history. In a person’s life, a successful event draws out captivating moments and produces memories. It brings people together too and it’s special in that way. There’s beauty in hosting events because most of the time it’s about celebrating something or someone.
Guests and spectators expect a lot from events. From branded events or festivals, even more. The people behind it (the organisers) go through a huge deal of stress. In order to pull off the best event, it would be great to know how the professionals do it, right?
Here is how to create a successful event:
Behind every successful event is great demand from clients, bosses or guests – before it gets narrowed into the specifics. This is where you can prevent things from being overlooked, misunderstood or mishandled – as long as you pay attention to the details. Ask yourself (and the people around you) some questions: What is the theme? What is the motif? Who is the audience? What is the purpose of the event? Where it’s going to be held? This is the skeleton of the entire thing, and whatever will be decided on in this first meeting is what everything is going to depend on. That way there should be zero miscommunication and error from here on.
Base the event plan on what is realistic with your budget. This can only be done if it is supported by a wide-based knowledge of product suppliers, contacts, venues, florists and caterers. Include video and photographer, stage managers, bridal make-up artists, musicians, performers, and emcees. Take note; it’s with the emcee that 80% of the party depends. If your emcee doesn’t bring it, expect that your event (if it involves a stage presentation – say a launch, a wedding or a competition), could go down the drain. The same goes for wedding celebrants!
Make a list.
It’s good to have a checklist at hand. This provides an outlook of the important items you need to remember, alongside a timeline. This will guide you through every step, so this should be set up during the planning phase – on Day 1. Take care of this list for this will be with you until the event finishes. If you have included your payroll and budget in the planning book, keep it until the last person gets paid.
Impose a budget.
Usually, in the first meeting, the budget will be disclosed, so you can plan everything around it. Don’t forget to let them know of your own and your team’s fee, too. And when you do so, commit to it. Bring what corresponds to such fee and do your best to earn your client’s satisfaction. Think about it this way, if the bride wants a professional blow wave – you give her a few alternatives in different pricing, so she can pick out what suits her budget.
Together with the budget allocation, role delegation is important too. An event should represent everything about your client. You need to focus on enhancing their brand, highlighting their union or celebrating a milestone. So, the food, entertainment, energy, venue, and everything else should blend together seamlessly to bring forth the success to your event. Think of it as a body of collaborative work.
Assign managers as you delegate. Ensure the manager’s proper background corresponding to the category you’re delegating her. Don’t hesitate in allotting budget in hiring professionals with videos and backdrops for example.
Conduct meetings to check on the progress according to your timeline. Do rehearsals when necessary. Schedule food tasting with a critic in your team. If you can, time the whole event so you can evaluate it afterwards, and see how smoothly it went.
Usually, coordination of lighting with the sequence of the program could be the most crucial. Especially if it needs to be coordinated with the timing of any music. Finalize all the bookings and make sure you have lighting professionals on-call at all times. Make sure you have a Plan B set, in case the venue is outdoors and it starts to rain.
The stress level at this point could give you anxiety; going over and over the list can be stressful. It’s a natural bodily response. It’s adrenaline pumping up inside your body. So, take advantage of this by going through each item to spot any discrepancies.
Make it happen.
So, the day comes. The event is about to take place. Do compose yourself. Be on time, and then follow your timeline for the day. Expect adjustments along the way. A reactionary situation will likely take place – so just be ready for everything.
At this point, the flowers should be laid out, the food smelling nice, the mics working, and the people present and excited. Put the music on cue, keep the place neat and tidy and most important of all, keep communicating with your team.
Last but not least, evaluate the work you and your team have done. Look into details that had issues and strategies that could have been improved, maintained, and changed. Gather feedback from client and audience discreetly.
And of course, get together with the team and celebrate afterwards.
Even if it’s quite hard and stressful, creating a successful event always makes people hold these memories and emotions forever. When they are left with more than satisfaction and get fixated with that special time, you win instant referrals by word of mouth.