So you have a great idea that will change things in society? Do you have a vision that will lead people to enlightenment and happiness? Then congratulations! The world needs more optimistic visionaries like you who want to make society a better place for everyone.
But before you can make your ideas come true, there are a few things you need to think about. How will you fight all the people who say you can’t do it? What is your plan for when things go wrong and ruin your idea even more than it already has been?
These questions and many others need to be addressed before you can get started. Luckily, these questions have a few answers that will help you on the long road from an idea in your head to a fully operating company or organization.
In this article, we will talk about organizing an event, one of the first steps that any new society needs to take to grow into something bigger.
Before You Organise Anything
For events to go smoothly and successfully connect with their audience, some precautions must be taken. If you are planning to organise an event, make sure that you have thought about the following things first:
Who is this for? One of the main questions that will need to be addressed before deciding how to organise an event is your audience. Think about what kind of people would be interested in attending this event and expect it.
For example, if you are trying to raise money for homeless people by organising a marathon, then your target audience will include not only regular citizens looking for something fun to do on their weekends but also all kinds of companies that want to support this cause.
Also, think about when the event will take place – one day or over multiple days? How much time do you need to organise this? Who will be responsible for it (you, your friends, a company)?
The main thing that needs to be done before any event can take place is setting up its goal or mission.
This mission should reflect why people attend this event and what they will get out of participating in it. Otherwise, there would be no point in organising and hosting such an event, and people won’t achieve the goal which inspired the idea in the first place.
It’s vital to achieve these goals to evolve from new ideas, and events can become more significant every year as more people join them.
Where will this event take place? Of course, for your event to succeed, you need to find a location where it can take place. The best places for hosting events have seen multiple successful events and have open space for activities such as dance stages, booths, food courts, etc.
An event needs to feel like a small home gathering type of event, no matter how big it is, so you need to think about all of these aspects before deciding on a perfect location for your new company or organisation.
What is the budget? This question usually comes last because there’s no point in even thinking about this if you haven’t decided what your event will consist of and who will be participating in it.
Think about all the people involved – from employees to performers and sponsors – and discuss their costs with them before finalizing your budget. This way, you can avoid unnecessary spending and achieve your goals much faster.
If you already have all of these points settled down in your head at the end of the day, then congratulations! You are ready to organise an event that will leave a positive mark on society for years to come.
Although big companies may have professional event planners working for them behind the scenes when they are trying to make new connections or attract attention from their target audience when it comes to smaller organisations, it is up to the founders themselves to figure out how they want their company’s events portrayed in front of their future customers.
Setting Up a Timeline for Your Event
To avoid any confusion and to make sure that your event goes as planned, you must have an exact schedule of what needs to be done, when. Create a simple timeline from start to finish, including all the essential stages events go through during their preparation period.
This way, you can quickly go back and see what has been done and what needs to be completed for the event to occur successfully. Also, this is great if you are trying to convince someone else (like business partners, etc.) why investing time in your event would be beneficial because they will also understand how hard work pays off in the end.
What is the agenda? When organising an event, you must have a set agenda of what will happen and when. We not only recommend, but we also advise planning talks, panels, and workshops as well as performances during the first half of your event.
This is necessary, so people can get comfortable with each other before things start to turn up as they usually do in more party-like events such as concerts or DJ sets after dinner.
Who is it for? If you want to achieve success with your event, you must know who is attending this meeting and why they are doing it.
Whether your guests, clients, or partners – go through the list and try to understand their needs and expectations regarding your new company or organisation, which will help you plan out better ways for achieving goals and making new connections.
FAQs About How to Organise an Event
What is the most important thing about organising a successful event?
The truth is that many aspects need to be considered if you want your event to be successful.
We have already touched upon many of them, but one crucial detail that can’t be forgotten is how prepared you are for this meeting from all possible fronts. From catering service to being aware of everything set out on the agenda and speaking confidently with everyone who attends your event.
If you follow these steps, we guarantee success. If not, well, it’s up to you now!
What should I do before my event starts?
Ensure every person attending your event knows precisely where they need to go and at what time. Also, make sure that all of your employees know what they are supposed to do and where they should stand or sit at any given moment during the event.
Another important thing is to let everyone participating in a panel, workshop, or Q&A session know their exact time slot when they need to be on stage. Once you have seen these details, you can finally relax and enjoy the fruits of your labor!
Who will be responsible for assisting with catering?
Again, this depends entirely on how big your company or organization is and what kind of budget you have set aside for such purposes. Suppose you plan on hosting anything more than 20-30 people; we strongly recommend hiring professional caterers because feeding so many at once can be quite a hassle.
If you can’t afford to hire caterers, your best option is to give some of the responsibility to your event’s attendees, who will also have to take care of their meals. It might sound harsh, but these are just the rules of how things work when organising events.
What happens if I run out of food?
This can happen quite easily because everyone needs at least two servings of food and drink during an entire day – especially people attending workshops, business panels, or Q&A sessions with multiple speakers.
What we recommend doing, in this case, is having enough beverages (coffee, tea, fruit juices, etc.) on hand for your guests until the next break, which usually takes about 45 minutes. Also, make sure there are enough snacks for everyone because hungry people are never happy.
How long should an event usually last?
The most important thing about organising any event is making sure that everything runs according to schedule. Now, if you want your guests or clients to leave feeling pleased with themselves and wanting for more, then it’s best to end the event before 10 PM.
If you plan to host a party-like atmosphere after dinner time, feel free to keep your event going as late as possible. Just remember that not everyone will be able to stay up all night!
After getting answers to these questions, you can finally start thinking about preparing everything related to your upcoming meeting, such as invitations, corporate gifts, catering service, etc. Keep in mind that once you have everything under control, your guests will appreciate it, and this is what matters at the end of the day!