Key Elements of Event Planning:
Any kind of events needs a proper plan and a process to achieve your organization’s goal. Hosting an event is a tedious job and achieving your objectives with the event is even tougher. Here are 8 key elements of event planning that, if followed, will make your event a success.
1. Understand the purpose of the Event:
Every event should have a primary purpose and goals and objectives, which give the measurements of success. Understanding the purpose of the event leads to better planning and proper allocation of time and money.
In order achieve the success you need to set a realistic goal and in particular a realistic attendance target. That leads to the next point…
2. Know Your Audience:
Depending on your organization’s goal, you need to identify your target audience and their needs. Once you selected your target audience, figure out where to find them and determine how you will reach them. Do you have a long enough list of prospects or you need to search outside?
There are many ways to reach to your prospects and generate more audience and potential clients. Email marketing, telemarketing, social media, Search Engine Organic and Pay Per Click are the things to consider, again depending on your target audience some will be more effective than others.
Having all information about your audience will also help you determine the type of events you need to host.
3. Selection of right Venue is vital:
Depending on the type of event and targeted audience and choosing right venue is vital to your event success. There should be a connection between organization’s expectation from the event, the venue selected and the audience being served.
We have written a detailed article dedicated to online meetings for attendees to participate events from multiple locations all around the world.
4. Suitable Timing:
Much like right venue, right timing is also vital to organize a successful event. To determine the right timing, there are many factors to be considered, such as days of a week, months of a year, holidays or other events in the calendar, type of event, location and many local factors.
5. Draft a plan and follow the timeline:
As now you have a definite goal and you know your target audience, it is time to have a plan to execute the tasks and achieve the goal. Depending on the size and complexity of an event start planning early enough so that you have time to understand every aspect of the event, its requirements, necessary actions and so on. You should determine the major milestones and deadlines before you begin.
Making event planning plan is not enough, you have to follow the timeline and keep track of the work being done.
6. Create content that attracts your target audience:
One of the most important factors to consider is what value event is gonna provide to attendees. Create compelling content that attracts your targeted audience, serve the information that your audience wants or solve their problems. Add some value, don’t just use blatant sales pitches for your business.
Be creative while creating content to increase engagement. Check out some of the best new techniques that event organizers, exhibitors are using to increase attendee engagement and generating better ROI.
7. Design the message you want to share through the event:
Well, creating content and having your audience to consume it is actually a boon to your event objective. It provides you the opportunity to design the message a way that attendees agrees with or accept easily. You don’t just throw events to cheer up the participant; events should achieve its mission, which is to provide information that helps the audiences understand the organization and its contribution and impact. That makes the attendees to trust the organization.
8. Lead capture mechanism:
This is very likely that for B2B events capturing leads of potential prospects is the primary goal. If taken care of all of the above things, it will make generating leads easier but you need to plan how you are going to capture your leads. Think of some creative methods or mechanism that you think will work best for your events.
We have written a detailed article dedicated to generating B2B leads from events, please have a look.
You can even manage your events through our online meeting without any hurdles regardless of these above elements.
By the way, if you are visiting our blog articles for the first time and are not aware of, we create mobile apps for events, exhibitions, meetings conferences, online meetings that increase attendees engagement by many times, reduces your effort planning an event and gives measurable ROI.
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