There are many reasons why your business will want to host in-person events throughout the year. It’s an excellent way to get to know your customers better and introduce new products or services you’re rolling out. You can also throw an event to thank your clients and show them how much you appreciate their business.
No matter the reason, you’re going to want to make sure your next event goes off without a hitch. Learn what you can do ahead of time and during the event to ensure it’s a smooth and successful gathering for everyone. Have fun with it and remember to be proud of all your hard work once the night is over.
Designate a Group of Planners
You can organize a successful in-person event by designating a group of planners to be in charge. You want people who know what they’re doing and will make sure that all the essential details are taken care of properly. Confirm that each person knows their role and which responsibilities they’ll be handling, so there’s no miscommunication or crossover of duties. You want a team of people who are dedicated to and have the time to make this a successful occasion.
Define the Purpose
You want your event to be well worth your time, money, and efforts. Therefore, sit down and talk about and define the purpose of the evening. For example, maybe it’s to convey knowledge to your participants by hosting a launch party or to express gratitude to those who’ve supported your business throughout the years. Once you have the purpose defined, you’ll be able to figure out the right format and flow for your event. You’ll also be able to come up with the right type of agenda and activities that make the most sense for your group and will guarantee a night of fun and learning.
Make a To-Do List & Timeline
You and your planning team must step back and make a to-do list before you get to work. Write down specific tasks, the person in charge of each one, and the due dates so that you can stay on track. Have weekly check-in meetings so that you can discuss where you’re at in the planning process and any roadblocks or obstacles you’re facing. Create a document that everyone can view and access so that it’s clear what’s upcoming and there are no surprises about what needs to get done next. Track exactly what’s been completed and still needs attention so that you can ask for extra help if you see you’re falling behind.
Confirm the Major Details
You can organize a successful in-person event by hashing out all the significant details. You need to confirm the date, location, and how many people you’re inviting in advance, for example. It’s a wise idea to make an appointment to go and see and walk the space, so you understand the amount of room and what type of environment you’re working with as you plan. You’re also going to want to make sure you have a budget drafted so you can avoid overspending. Your event will be a lot more enjoyable when your team has taken the time to plan out every detail and knows exactly how the gathering will play out.
You won’t have much of an event unless you have guests who want to and can attend. Therefore, create your invitation list and send out a message with the details of your get together well in advance of the scheduled date. It’s a wise idea to send out a save-the-date, an invitation, and a reminder text blast a few days prior so that no one forgets about it. The promotion of the event may be one of the most critical parts of the planning process. Don’t underestimate the time, energy, and creativity it’ll take to get the word out and advertise reasons why someone should attend your affair.
Be a Good Host
You’ve completed all the planning, and now it’s time to throw and host the event. Part of being organized for your gathering includes being alert, present and engaged with your audience throughout the evening. You can be a good host by welcoming and introducing yourselves to your guests right away and letting people know where they can grab a drink or food. Mix and mingle throughout your event and be present to answer any questions that arise. Pay special attention to the service so that there’s plenty of food and drinks to go around, and no one has to wait long periods for what they want. Make sure the room is kept nice and tidy, and there’s enough seating for those who want to sit down and relax.
Ask for Feedback
There’s always room for improvements when you’re in charge of organizing an in-person event. Take the time to ask for feedback when all is said and done. You want to know what people did and didn’t like about the experience and reasons why. Learn from your mistakes so that you can make adjustments for the next time you want to bring people together. You can have evaluations out on the tables and also send an email version the next day to collect these responses. It’ll be helpful to know what you did that was well-received and which aspects you might not want to repeat going forward.
In-person events are fun and exciting, but they can also be a lot of work to pull off. Follow these suggestions for how you can successfully organize and host your next business affair. You want your guests to walk away feeling like they learned new information about your business and had a pleasurable time networking and enjoying some food and drinks. Keep in mind that no matter how much you prepare and plan for it, there will always be some surprises or glitches you’ll need to deal with on-site. In these instances, remember to stay calm and act like everything is fine so that you don’t alarm your guests or disrupt the event.