Planning a promotional event is undoubtedly a very exciting thing to do, however, if this is your first time doing it, then I believe that you may find it a bit challenging and overwhelming. That’s because there are lots of things that must be taken into consideration.
However, once you realize how spectacular it is and how it has achieved fantastic results, you will know that every single minute you’ve spent organizing it was worth it. Who knows, maybe something like this will bring your company, new customers and clients.
But let’s not get carried away so fast. For starters, you need to focus on certain aspects of this event if you want to execute it properly. If you need a helping hand when it comes to this, then check out my tips below.
1. Determine Goals & Objectives
One of the first things that you must do during this process is to set a type and objective for this event. It’s of huge importance to determine what your event will be about and to set its objective.
Bear in mind that precisely these things are going to help you organize a seamless event. Another thing that you should be concentrating on is the people who’ll be attending it. Will you invite only people from your company, or is everybody welcome?
Once you figure that out, you should keep their expectations and wishes in mind if you want them to have a great time.
2. What About The Budget?
No further planning can happen if you are not sure how much money is at your disposal. In these instances, it’s pivotal to take into account every single cost that may potentially arise that’s related to this event.
If your budget is relatively small, then you should do your best to limit yourself from overspending. Wherever you can, you should lower the expenses and negotiate prices. Something like this is going to save you a lot of cash, which you can later use for different purposes concerning this event, of course.
3. Have You Considered Event Staffing Agencies?
There’s no need to remind you how demanding it can be to organize any type of promotional event. You need to take care of lots of things which can be very tiring and above all, time-consuming.
Therefore, if I were you, I would rely on event staffing agencies. So what are they? Namely, they can be defined as agencies who will provide event staff who is going to help you achieve your event goals. Not only will these people work with you before and during the event, but you can count on them even when the event is over.
This just goes to show that they’ll be right by your side every step of the way. Plus, I would like to remind you that these people already have a plethora of experience, meaning they know exactly what needs to be done for everything to go smoothly.
4. Create A List Of Components
If you have a general idea of what this event will look like, it’s time to take the next step, meaning to segment your plan. So what do I mean by that? It means that you should determine each component that is necessary for a successful event.
So what needs to be taken into account? There are a couple of essentials and below I’ll include the most important ones:
- Venue
- Food and drinks
- Decoration
- Transportation
- Entertainment
- Marketing collateral
- Accommodation
This is something that’s going to make things a lot simpler, even if you’re dealing with a very large event.
5. Create The Message You Want To Send Across And Identify Your Target Audience
Is there any particular theme that you would like to accentuate during this event? And if that’s the case, then what is it? Would you like to tell people that the service and/or product that you’re showcasing is something out-of-the-ordinary and maybe revolutionary?
Do you believe that your business is a new hot thing that’s going to blow people’s minds and something that everybody should put on their radar? Whatever you’re trying to convey, it’s of huge importance to focus on creating a clear message that people will be able to easily understand.
At the end of the day, there’s nothing better than having all attendees feeling content after leaving your event.
6. Do You Have A List Of Guests?
This is something I almost completely forgot about that’s extremely crucial and something that must be planned ahead. So have you asked yourself, if you want this event to be client and customer-oriented, or are you in the mood to invite practically anyone?
Whatever the answer is, if I were you, I would invest some time and energy to create lovely invitations that are going to encourage people to attend your event even more. Determining your audience is going to help you select the right services and equipment.
Now, if your main goal is to invite as many potential and current clients as possible, then I would advise you to send them invitations at least one week before the event. They are most likely very busy, so they need to organize their time in advance.
7. Event Marketing & Branding
Now that you’ve planned so many essential things, it’s time to move on to a phase that’s as equally important as all aforementioned ones. Yes, that’s right. I’m talking about event marketing and branding.
During this stage, you’ll have to concentrate on what your event is going to look like, the vibe, and how you’ll advertise it. It also wouldn’t hurt if you gave a certain name to this event. Keep in mind that it’s supposed to be something that’s catchy, yet that makes sense.
And then, you need to take these elements into consideration, such as hashtags, taglines, and event websites. Now, if you need something that will help you stay organized, then I would advise you to download social media marketing software or event management software.
Even though organizing something like this is certainly not the most challenging task in the world, there are still steps that need to be taken in order for everything to be executed successfully.
