Organizing an event isn’t easy, but your next event will be a hit with the proper planning, tools, and this guide.
Even the most well-organized event can fall apart when you least expect it to. That’s why it’s essential to have a plan in place before your next company outing, trade show, or conference. Strategic event management is a process that helps make sure everything goes off smoothly and according to plan.
With events being more critical than ever, you need to be strategic about event management to ensure that you get the most bang for your buck.
Why Strategic Event Management Is Important
Strategic event management is critical because many marketers believe that events are important to completing business goals.
Corporate marketers find that creating a culture of events helps employees learn the business and stay excited about their work. It also creates an opportunity for customers to connect with each other and provides a valuable networking experience for everyone involved.
Successful organizers realize that having these events is something that corporations need to invest more money into and are similar to proper training courses for your team. And as new software becomes available, it is not becoming easier to plan events.
What to do Before an Event
The first step to successful events is having a goal of what you want to accomplish and have a plan to meet those goals. For example, you want employees excited about their work and therefore need to create events that can communicate your company vision and goals. This needs to include all the necessary steps for both onsite and offsite of your event.
Knowing your why is critical to strategically planning your event. If you are hosting an event to celebrate a customer or an acquisition, then that needs to be your goal. If your goal is just to have fun with your employees, that needs to be in line with the company’s overall vision for future growth.
Here are just a few reasons why corporations hold events:
- To increase awareness
- To generate leads
- To improve customer/organization relationships
- To educate prospects
- To educate employees
- To generate qualified leads
- To drive surging activity in target accounts
- To retain customers
- To drive sales opportunities in target accounts
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Figure Out Your Budget
Figure out how much you can spend on your event. Be realistic about the budget you have to work with. Asking for more money is always an option. But don’t consider it unless absolutely necessary (i.e., if an issue arises at the last minute).
Know precisely what is included in your total cost, and don’t forget to plan for the unexpected. Many event managers often find they go over their event budget by 10% due to unforeseen expenses that pop up last minute.
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Having the right marketing solutions for your virtual event management platforms is critical. While event managers no longer have to tote around piles of papers, the tools you choose will depend entirely on the type of event you want to create.
You may want to consider a conference call or webinar system, meeting management tools if you are planning an in-person conference, and event chat software for your virtual events. Scheduling planners like Asana and more are available to make your strategic event management more accessible than ever.
Who’s On Your Team
No one wants to manage an event alone. Having an all-star team is critical for the success of your event. Make sure you have the right people on your team for each event task.
Do you want event management professionals on your side for your next event? Call the DUNAJ AGENCY today.
When planning an event, it is crucial to decide who will manage various aspects of the conference. Create a work breakdown structure, so everyone knows what tasks are being assigned to them. This way, everything stays on track at every time during the strategic event management process.
Launching Your Event
After months of hard work planning your event, you may see the light at the end of the tunnel. However, the launch is just the middle ground. It is also the most fun. If you have planned out your event correctly, this is where it all comes together. Here are some tips for a successful launch.
Using An Email Blast
Having an on-brand email go out to everyone who is on the list you have built up is a great way to reach out to your attendees. You can use an email blast to give information about the event, encourage people to invite their friends, or other relevant information.
Even if your event is an in-house corporate event, this email can help ensure that everyone who needs to be there is alerted to the event’s details.
Publish A Press Release
While this might sound a little old-fashioned in the age of Facebook, Twitter, and Instagram, press releases help to get your word out in a different way. This can help others in the industry who might find your event beneficial to attend.
Creating An Event Hashtag And Using Social Media
Having an event hashtag will allow everyone attending the conference to create a live feed of tweets and photos.
Wrapping Up Your Event
Follow-up with a recap of the event can help all parties involved, from the attendees to the speakers and presenters. It’s also a good idea to reach out to everyone, vendors, attendees, speakers, everyone, after the event to thank them for attending.
Once the event is over, it is then time to review collected data and see if your company reached the goals that were set during the planning stage.
Strategic event management gives you the ability to manage both your online and offline marketing efforts. Using social media, live blogging, group texting, and instant messaging will help to make your event successful.
Post-event follow-up is also vital to maintaining relationships with attendees, speakers, and sponsors after your conference. EventHash allows you to stay connected with your attendees and make planning the next event more manageable than ever.
Are you looking for a strategic way to host your next corporate event? Call the DUNAJ AGENCY today.