Who is a Brilliant Event Organizer?
If you are an event organizer, then you know how great it feels when you run your events and all preparations go smoothly.
You will find it very fulfilling especially when you see that the number of registrations are going up. And even better when people are emailing you to ask whether there are spaces left for your event and you have to apologize and say to them: ’Unfortunately, we are fully booked at the moment but I will sign you up for the waiting list’.
Perhaps the other key milestone of a successful event organizer is when different big companies phone you and ask if they can be sponsors.
Most of us have been to an event like that. The reality is that the majority of event organizers actually do not even reach their full capacity, but their event looks very well attended, the speakers are great, there is a good balance between educational content networking time, the food is good and there are many sponsors. Delegates are having a good time, finding new contacts, leads or new customers and making new friends.
So how do some event organizers do it that well?
It all goes down to strategic preparation and looking into every detail of the event. From choosing the event name, channels, where to advertise, having the right content, selecting the speakers, down to logistics, like venue location and setting up timed communication with delegates, are all very important.
For example, the questions below will need to be written down and answered before the event itself :
-
Do all delegates, sponsors and speakers know where they need to go and who to ask for details?
-
What are the follow-up actions that you might have assigned to your team and when they will happen?
-
Do you plan B if the worst scenario happens?
Another key thing, often overlooked, is having a good team that you can trust and work well. Your manager and your boss may expect that you can do all this single-handedly! If that was your only role, you have all the time on Earth and you had a big budget perhaps you could organize that big event with 2000 attendees, the big top 500 your sponsors and prepare for the 10 key conferences that your company cannot miss. But even then you may not have planned enough time to get it all organized or something can happen that is outside of your control.
Define early who will join your event organizing team, and what their roles will be. The other possibility is to outsource some of the activity to an expert company, who maybe already know which companies are looking to sponsor or have some very good deals on services that you need.
These are some of the tasks and questions that you need to prepare yourself for and have it all planned.
Are you wondering if others struggle to find sponsors or reaching their registrations goals or perhaps something completely else: whether to use innovative tech to drive interest or help with the lead handling?
It all goes down to strategic preparation and looking into every detail of the event. From choosing the event name, channels, where to advertise, having the right content, selecting the speakers, down to logistics, like venue location and setting up timed communication with delegates, are all very important.
We have created a short survey to find out what are the most common problems you face when organizing an event and when going to events. We expect many professionals to share their views and we are happy to offer you a short consultation on your problems.
