Organizing a successful event is a difficult task. There are many moving pieces that need to be balanced; it takes time and patience to get things right. When things are handled poorly, the event can turn into a disaster.
So, how do you ensure a successful event? Good management practices! Have a look at what advice Event Ready has for your next event in Chicago, IL!
1. Allocation of Resources
Budgeting is among the most crucial stages in an event’s planning phase. A detailed budget that is extrapolated from industry data & similar scale events helps event managers allocate the funds best. These details matter because they provide complete visibility & accountability of all the funds. Based on that, the manager can direct resource usage from staffing to technological setups for the event.
2. Measure Performance Indicators
Measuring key performance indicators means you have to quantitatively document all activities from planning to the event’s execution. Collecting metrics on site is not that complicated if you have online onboarding forms, check-in portals, and microsites for your attendees. These platforms can generate analytics for registrations, sales, attendee engagement, acquisition costs, and satisfaction surveys. They will help you gauge the event’s success and profits after the event.
3. Attractive Strategic Values
A successful event manages to leverage its unique proposition and garner widespread attendee engagement. An excellent strategy is utilizing current technology in newer ways. At Event Ready, we have robust in-house solutions for customizing mobile app experiences to individual preferences. With the pandemic warranting safe event spaces, interfacing events to handheld devices is the next step in strategically boosting attendee engagement.
4. Vendor Management
Integrating events has been tougher with the pandemic. Nonetheless, you still need human resources to procure products & services for virtual events. Never cut corners on this phase, especially when networking & connectivity is involved. Document everything from personnel to products & deliveries. Keep in touch with your vendors before the event for progress checks.
5. Have a Back-Up Plan
Expect the worst to happen at an event, plan for it, and you might be prepared to deal with it. No matter the scale of the event, a minor lapse in coordination could derail the entire event. For this reason, conduct a thorough risk assessment of the premises, or test out the virtual platform and networking nexus points involved.
6. Task Delegation
Event management is not a one-person show. There is teamwork and trust involved, and if a manager tries to captain the event on their own, serious issues can arise in planning and progress. Teams need to be coordinated to manage vendors, customer services, and follow-up activities.
Post-event evaluations are the same metrics that come in handy when planning for the next event. This is the stage where the hosts thank the attendees, link them to survey forms, and hand out exciting & relevant content. Be sure to conclude on a good note with a schedule of future events provided. One must not forget the vendor’s efforts, so a follow-up is also in order.