Sunday, July 20, 2014

Most Important Use Six Tips For Event Planning

The organization, events can be a key communications channel and an opportunity to network and meet well-connected people. The goal is to make the event interactive and strategic, giving you the opportunity to communicate your organization's message to your target audience, and giving them a venue to give you feedback. 

Creating an event that will be imaginative in design, and effective in its purpose, requires a methodical business-like approach to make sure you select the right meeting facilities, hire the right catering, and structure the best program. Here are 10 tips to help you take your event planning to the next level.

1. Pick a Date

Obviously deciding when you will have your event is one of the most important questions you can answer. It helps to have three potential dates in mind so you can compare the availability and prices of different services on different dates. You might want to include different days of the week, simply for greater flexibility.

2. Determine the Length of Your Event

Even adding an extra hour to your event can make a dramatic impact on the cost and time required to plan the event. Additionally, you have to think about what time of day the event will occur. If you expect your guests to be at your event from 10am to 2pm, it is a good idea to offer a catered lunch.

3. Who is Attending?

Attendance numbers are consistently overestimated by event planners, which can sometimes make for unproductive negotiations or sunk event costs if not all of your guests show up. Try to get a firm RSVP from your guests, and track your attendance numbers in a spreadsheet. Do not make guesses about this detail.

4. How Many Rooms?

Some events, such as fund raising dinners, only require a single ballroom to house all of your guests and activities. But if you are hosting a full-scale conference, you will probably need to rent rooms for breakout sessions, lectures, and exhibits. Much like the number of attendees, you will not be able to accurately estimate costs until you know how much space you need.

5. Budget over Cost

Making decisions about vendors and rental space costs without a budget can be reckless and may lead to you spending too much on your event. Having your budget in place provides you with a framework by which you can compare your different proposals from vendors and venues. Will you be charging admission for attendance? Will you have sponsors for the event? Will you charge to allow exhibitors to set up in your event? Identify your revenue sources and how much money you will have before you start blindly spending it.

6. Marketing

Once you have the concrete details of the event planned out, it is time to start working on a marketing plan to let your audience and potential guests know about and start planning for the event. If you are holding an exclusive event, this may simply mean mailing out invitations to your guests. On the other hand, you may want to advertise on TV, radio, or in trade magazines if your event is open to the public. Keep in mind the purpose of your event. If you are trying to bring in revenue,

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