10 Best Tips for Achieving a Successful Event

Event planning is an extremely challenging task because there’s so many things that needs to be done in so little time. But even if you’re not an event planner, you’re certainly going to succeed so long as you follow a certain strategy before the task arrives. To help you get through it, here are some tips for a successful event:

1.       Your event needs to have a specific goal. You need answers to these questions:

●        Why are you creating this event?

●        What is your target outcome for this event?

●        To whom are you addressing this event?

Once you’re able to answer these questions, you need to come up with a simple strategy that aims to convey the message of your event. Are you going to publicise an article, infomercial, or simply put a letter to your invitation? You can do any of these things to engage your target market or guests.

2.       Create a budget plan.

You need to have a list that sums up everything you need and how much they cost. Like the venue and furniture rentals, food for the guests and crew, hotel accommodations for foreign guests, and so on. You can either secure monetary funds from your employer or through sponsorships. 

3.       Delegate tasks.

Making an event happen is done in groups and you need a number of team leaders who can manage these for you. Let’s say one group is in-charge of renting furniture and sound equipment while another group creates publicity materials and invitations. The third group works on the event flow while the fourth group is making hotel and parking reservations. As the event planner, you oversee these groups and decide on crucial matters.

4.       Send invites to guests.

It’s time to send the invitations! The formal way of doing this is sending an email or a hard copy invite. But if it calls for a casual RSVP, you can always create an event on facebook and send them an invite.

5.       Let the guests register online.

Having an online registration helps you prepare for logistics by knowing the quantity of guests you’re expecting for the event. These people are going to be in your guest list which makes it easy for you to secure the event’s place on the day itself. 

6.       Manage the logistics of everything.

Now that you have a headcount of your guests, it’s time to go back to your budget plan which has the list of everything you need for the event. You have to make sure that there’s a caterer, a sound system, tables and chairs, tableware, venue decorations, and so on. In Singapore, rental for furniture, decors and other one-time items are quite prevalent because of the money you get to save. The ones you really have to purchase are giveaways and awards if any.

7.       Create an event flow.

This helps you see the things that needs to be done. From the opening ceremony down to the closing remarks, make sure your teams are working on these things and follow-up on them to check their progress.

8.       Start organising things at the venue.

You need to visit the venue days before the actual event so that you can begin putting things in their place. The sound system is across the stage at the very back, the stage must be on the center or the side corner of the venue, the tables and chairs should be arranged in the middle, so on and so forth.

9.       Have a backup for everything.

Sometimes, things can go wrong or things literally get broken. Rent extra equipment, furniture, and keep your options open. Being prepared for the worst is the best you can do to work out problems like these.

10.   Document the event.

Have photographers and videographers in the area to capture all that’s happening in your event. Perhaps you can add this in your portfolio one day or you can consider the photos and video clips as proof that your event’s a success.

A successful event generally means being able to satisfy your guests and being able to achieve your target outcome. Just go through these things and be mindful of the responsibilities you need to carry out. The more focused you are in what you do, the more you’re likely to celebrate after your event’s success. So what are you waiting for? Get busy.