Organizing a professional event is not something you improvise. It’s a real opportunity to embellish your company’s image and its notoriety.  The event’s logistics cannot be left to chance. You must establish a precise plan for a successful event. You have to define the theme, the location, the schedule, the participants, collaborators, schedule breaks throughout the day, etc. These advice will make sure to help you in your project’s elaboration.

Defining your target audience and the goals

The organization of a professional event depends on your target audience. There’s a different formula depending on if you’re addressing your clients, your collaborators or your employees.

Whether you’d like to promote a new product, thank your professional partners, do some team building or anything else, it’s essential to take the time to define the precise message you wish to transmit and its receiver.

Estimating a budget

It’s essential to know budget you can allocate for your event. Perhaps, depending on the size of the event, the cost won’t be the same.  There’s a multitude of options to which you can adapt your finances; galas, seminar, networking, conference, team-building activity, business anniversary, etc.

Choose a time and place

The success of your event is dependent on the day and the location chosen, it must be suitable for a maximum of participants. If you’re organizing a conference, verify that there’s nothing on the same subject, the same day, to avoid competition. Try to refrain for choose the school holiday if you want your employee to attend a motivation retreat. Make sure that the location is adapted for the activities planned and that there’s enough space to host everybody comfortably. Participants must be able to get there with ease and safely, with not procure transportation?

Think about reserving in advance and to inform your target audience in advance to make sure that they’re available.

 

Hire suppliers

According to the event’s format that has been chosen, you must now find suppliers that are adequate with your project. List your needs in caterers, animation, hostesses, gifts, audio-visual equipment, etc. Ask for quotation from multiple suppliers and even ask an event planning specialist to assist you.

 

Planning your professional event

If it’s possible, go visit your location before your event and verify with your suppliers that everything is up to your expectations. Create an access plan and a program for each participant. Provide access passes, posters, and signs to facilitate circulation.

If you’re welcoming foreign participants, think of preparing documents in their language, you can even eventually hire a translator.

Communication

Communication is key to participation. Use everything at your disposal (social media, email, mail, publicity, etc.)

After your event, make sure to go over every point to analyse their impact. Send a survey to measure your participant’s appreciation. Then go over strength and weaknesses to evaluate what are the results for your business.

Whether it is for your clients, collaborators or employees, this project must bring your business forward and become memorable for the participants.

If you don’t have concise idea, or you are lacking time to plan an event, know that there’s specialized event planning agencies that are proposing the complete organisation of your professional events.