Contributed article in our entrepreneurial business series. Enjoy! – Kimberly
When it comes to organizing business events, the devil is in the detail. Your reputation and that of your company may be riding on the outcome, so if everything starts to unravel at the eleventh hour, your head could be on the block.
Poorly organized business events look unprofessional and chaotic, which is why there are event insurance policies. It’s not good when people are forced to stand up for hours because there are not enough chairs or the food runs out before all of the guests have eaten. But all of this can be avoided if you are willing to put in enough thought, planning and creativity into the event. And if you get it right, your business event will be a big success and clients, investors or potential prospects will be more than happy to deal with your organization again.
What is the Purpose of the Event?
It is important to be very clear about why you are holding an event. Are you trying to schmooze potential customers or is the idea to create awareness of a new product? It really doesn’t matter why you are organizing an event, but it is important that you (and your team) are clear about who your target audience is. If there are any ambiguities at this stage in the process, it will have a knock-on effect on the rest of the event planning, so make sure your business model is viable.
Make a List
Lists are essential for seamless event planning and unless you have a photographic memory, write down everything that comes into your head. There are so many details involved in event planning that it is very easy to lose track of what has been done and what is left to do. Lighting, audio, parking, refreshments, seating, keynote speakers, and travel to and from the venue, etc. are all important factors in any business event, so make sure you don’t leave anything out during the planning stage.
Decide on a Budget
To a certain degree, your budget will depend on the type of event you are organizing. Small teambuilding events will call for a smaller budget than, say, a conference for 200 delegates. But whatever your budget requirement, make sure you stick to it and know your limitations. And if your budget is tight, look into creative financing options to help pay for the event.
Your event is unlikely to be very successful if you don’t have a marketing plan in place. Without delegates, you won’t have much of an event, so do everything in your power to attract people. Use social media and other online resources to create a buzz and offer financial incentives for people who sign up early.
Have a Contingency Plan
Sometimes, no matter how carefully you plan an event, things go wrong. The keynote speaker might get sick the evening before or bad weather may disrupt local transport networks. Just to be on the safe side, look at Direct Event Insurance. Hopefully nothing will go wrong, but if it does, at least you will be covered!