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Whether it is a small or large experience, whether you are an experienced organizer or just starting out, the process of organizing the event is crucial.
Organizing an event involves a set of activities. It consists, in fact, in knowing how to coordinate the work of a large number of people, as well as logistical operations. Contacting the speakers, establishing the details of each appointment or meeting, agreeing with exhibitors on times and spaces: these are just some of the elements to be taken into consideration.
Organizing an event allows you to foresee and anticipate any problems, to respect the established times and budgets, not to neglect anything important and to outline a general profile.
That's why in today's article we offer you 5 tips on how to lay the foundations for your next trade fair or congress.
1. The vision during the organization of the event
Before diving into the more practical aspects, it is important that there is a vision to respect around your project. Establish what you would like the final result to be, what should be the feeling it leaves to the participants. Then, in detail, make a list of concrete objectives: it will be easier to achieve them once you have established a previous "guideline".
In this way, you and your whole team can benefit from it, as anyone who wants to participate in organizing the event. In fact, having a competitive team, coordinated and motivated by your own reasons, is not an element to be underestimated: unity is strength, even in organizing an event.
Talent wins games, but teamwork wins championships.
Michael Jordan
2. Establish your budget for planning the event
Establishing the amount to be allocated for the organization of your event could be the most troubling and boring phase of your process. But together with the vision it represents an essential guide in deciding every single detail.
Whether it's a small or a large event, you need to have a clear idea of how to distribute your costs and what elements to aim for or give up. Once the availability is confirmed, you can move to choose your inputs. Some of the elements to consider are the production costs, the cost for potential speakers and the costs related to food, drinks and, possibly, temporary catering services.
3. Date and location in the organization of the event
While vision and budget are the starting points for planning your event, the date and location will largely determine how satisfied your attendees are.
As for the calendar date, you cannot fail to consider factors such as the weather, the events of your competitors or holiday periods. Especially if it's international and hybrid events, you'll need to keep in mind the time differences between your customers. Of course, make sure you organize virtual rooms during the hours when the overseas participants are awake. Likewise, avoid your event falling on public holidays, when people will usually be much busier.
There are also many factors to consider when choosing the perfect location. First of all, let's talk about the number of registered participants and the nature of the activities. But don't forget the capacity and accessibility of the place, the presence of a dedicated parking space and structures that comply with health guidelines.
4. Focus on compelling design and content
You have therefore established the theme of your event, you have chosen the right budget and you have not forgotten to study the perfect date and location. However, if you want to leave the attendees satisfied with this experience even more, be sure to attribute a design that is consistent with the concept of your fair or congress. This phase therefore coincides with that set of choices regarding style, decorations, the use of particular lighting systems and, above all, the graphics to be used during, before and after your event.
Do not forget therefore that, regardless of the motivation of the individual participant, your goal must be to achieve their satisfaction. To achieve it, you will also need to focus on engaging and stimulating content, which ensures inclusiveness, diversity and fairness.
5. Choose well who to collaborate with
Choosing correctly with whom to share this experience is the last step to achieve success. Choose carefully the speakers of your event, and don't rely only on their knowledge; also consider the skills in communicating, in conveying a message.
If you have already tried your hand at organizing an event, use your knowledge to evaluate with which partners you have achieved the most success; it creates relationships with them, so as to also obtain benefits of reduced cost and time. If, on the other hand, you are a beginner, asking for information from experienced colleagues in the sector will give you a big boost.
Conclusions
Ultimately, organizing the event may be the toughest stage in your organizer process. In the same way, however, you absolutely cannot deprive yourself of it or underestimate it.
In fact, it would be unthinkable not to give due importance to everything that revolves around the experience itself. Each step represents an irreplaceable element: without a vision you will not know how to direct the choices regarding the organization. If you don't calculate the budget, you won't know which alternative to bet on in terms of costs. Without a right location, without professional speakers or content suitable for your target audience, customers will soon forget the experience they just had.
These 5 tips can therefore be a good starting point to aim for the success of your event.
