6 Things To Keep In Mind Before Planning Your Next Big Event
For years, I have had the distinct honor and pleasure of being a keynote speaker or emcee for a variety of organizations whether they be large corporations or charities. So, from my vantage point “on stage,” I have also seen firsthand what it takes to create a great event, whether it be a fundraising gala, an annual meeting soiree or a wedding. If you’re about to plan an event, here are some of the key things to consider when building an event to remember:
Know that a stellar event is more than just careful planning: Attention to detail, a timeline for milestones, and a focus on delivering on a goal is what will provide value and memories for the audience you are serving. What do you want our event to achieve, and (perhaps just as importantly), what do you want them to feel while there, and take away? Make sure your budget aligns with your goals and revisit those goals as often as necessary to ensure that every detail aligns to meet them.
Pick the “right date” so it doesn’t conflict with holidays and other major events: This can make such a difference when it comes to attendance. You’d be surprised how many planners haven’t checked the community social calendars. And if you choose a theme, make sure the venue matches the style and feeling you want to create. The best events are not always the most aesthetically ornate or impressive. In fact, what people remember most is the feeling they had when they were there.
Secure talented emcees, engaging speakers, presenters or entertainment that align with your event's theme and objectives: The involvement of your talent can greatly impact the event's success. Given my television career and as a keynote speaker, if things change rapidly, or there’s an emergency, I know how to “go with the flow.” Years ago, a man in my audience was having a heart attack, fell off his chair and fell to the floor. It was my job to keep everyone calm, and quiet, while paramedics attended to him. Thankfully, in the end, he was fine and it was an important lesson in poise and the power you have when commanding a room.
Identify sponsors and partners who can provide financial support, resources, or in-kind contributions to enhance the event should reflect your strategy and have the same values of the event: It’s also important they are aware of your promotional and marketing strategies and timelines, both on-line and off-line in order to reach your target audience so that they can participate and add value. The most authentic sponsorship opportunities have a mutual buy-in before, during and, in some cases, after the event. When everyone is on the same page about commitments and contributions, goals are met much more effectively.
Pay close attention to logistical details, including audio-visual equipment, seating arrangements, catering, transportation, registration check-in and event timing: Consider how you can use technology to your advantage using interactive tools like QR codes and freebies. This is about creating a positive and memorable attendee experience and also an impact that lasts beyond the event. As an emcee, part of my role is keeping the event engaging and moving along, but I’ve also found myself in the position of getting events back on track if someone goes “rogue.” No, you can’t control everything, but one thing event organizers do have control over is sticking to the event timeline outlined in the invitation as much as possible. If dinner is supposed to be at 7:00pm, serving them at 9:00pm is not only disrespectful to your guests, but it makes it tough on the venue staff.
Show gratitude: Just as important as creating that great experience is sharing highlights, thanking everyone for their participation, and gathering testimonials and insights. A single, hour-long program can have lasting impact for weeks, months or years to come when specific actions are taken to show appreciation, celebrate successes and understand opportunities for future planning.
Building a great event is a multifaceted process, but it’s well worth it if you have achieved your goals and your audience leaves feeling as if their time, and money, was well spent.
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