If you’ve ever hosted an event, you probably would have noticed how often you forgot one or two important things even after getting reminded multiple times.
Hosting a successful event is actually quite stressful and if you want to make it memorable you have to go the extra mile.
You want to focus on making the participants engulfed in the program, sociable, and educational if you want the event to be a memorable one. Do a deep reflection on the events you have or haven’t enjoyed, so you have an idea of what to include in your itinerary or not when planning your own event.
Allowing your audience to watch a speaker for hours without break can never grab attention even if the speakers are dishing out value. In this article, we want to highlight ways you can hold successful events and not have to forget anything.
1. Plan Out The Entire Event
Planning is very essential if you would have a successful event and not forget anything. You must take into consideration everything you want to be featured in the event down to the tiniest details. The plan should cover refreshments, content, logistics, and the promotion of the event.
Create a document where each member of the team is able to see their tasks, the timeline for them to be completed, and the big picture. Break down the document into a list of the main tasks, before taking it a bit further by splitting it into more details in terms of each process that must be done. While you do all that, never forget to designate the timeframe in the plan. How long it would take for a task to be completed and when it should be is often underestimated. That shouldn’t be the case as adding a timeframe helps you keep to memory or remind you of things that you might forget.
2. What Do You Consider a Necessity For The Event?
In almost every event, there are needs for different things like food, music, speakers, decorations, and the likes. You need to figure this out early on in your planning stage. Is it an outdoor event? You might want to visit this website to set up a stage for you. How about security? All these and similar things are necessary for the success of your event.
3. Is There a Purpose For The Event?
Do you have an answer to that question? If yes, has it been written down clearly in your planning book and if not, you probably should take a step back to figure out what the purpose of your event is. Clear goals make planning the event much easier. You’d know who your target audience is and what they like equally, as such, it is easy for you to identify and remember what’s to be included in the event program and what shouldn’t.
Knowing what your event wants to achieve may sound too obvious, but not only would that knowledge help you stay focused on the purpose of the event, you’d have a direction that’d help you achieve your vision. Start thinking about how best you can appeal to your audience after knowing the purpose of the event through marketing and promotion.
4. Source For Engaging And Diverse Orators
Have there been events you were at where the speakers just spoke continuously without pause or perhaps you’ve been lucky enough to have been under a stellar speaker who was not only able to educate but interact with his audience. Can you remember how you felt when you attended that event? It doesn’t take long when listening to a speaker for you to determine whether or not they are a good presenter.
When choosing a speaker for your event, select one who has been widely recommended or someone you’ve personally seen speak. You want a speaker who can draw the attention of attendees. Also, ensure the panels you’re inviting are diverse. People always want to hear from a diverse group that can bring different opinions and experiences to the program.
5. Select A Good Location
Look for a location that matches the kind of event you’re going to be having, then go ahead to check it in person. It’s very important you do so as assumption might be very costly on the event day when you discover that the air conditioning doesn’t work properly, toilets are soiled or there are even no toilets for the disabled, and there is no space for your equipment. Hence, why you should check for issues after seeing a location you like. Also, always have a plan B just in case there are unforeseen circumstances.
6. Do A Final Checking Before The Event
Never assume everything is in place before the event if you’ve not gone through your plan to confirm that. Apart from the tasks, do a check on everyone you’ve delegated responsibility to and be sure they’re ready for the event. Draft a checklist for this. Let your mantra be: it’s better to be safe than sorry.
Even though planning an event can be tasking, don’t let it overwhelm you. Plan out everything you want to happen on that day, assign responsibilities, and set reminders for them. With proper planning, you can have a successful event.