How to organize a successful offline event

Regardless of the context and field in which we operate, events are essential, both for the social preservation of communities and business development through networking. To organize an event that will be on everybody’s lips long after it’s over, it’s essential to plan everything carefully.

Establish the event purpose: What do you want the final goal of the event to be? Are you going to introduce new products/services, a new board member, and announce an expansion? Or do you just want to strengthen relationships in your team or community around your business?

Organization and punctuality: timing and taking into account a possible problem that may delay the whole process is vital to the success of the event. In this case, by punctuality, we don’t just mean completing the task on time, but even before the deadline, so that it’s possible to finalize certain details or resolve complications that arise spontaneously. Next, it’s crucial to distribute work tasks accurately to staff members (chosen according to the size and requirements of the event) to ensure that they are carried out efficiently. It’s good to start from a brief and an organization with clear team procedures.

Empathy towards the audience: Attendees need to feel put first, and their needs and expectations are what that matter. Thus, the event concept must be tailored to the audience.

Planning a communication & marketing strategy: It’s not just how the event will be run, but who, how, and what people talk about. The better known it becomes, the greater the possibility of attracting the desired audience. The better organized it is, the more people will talk about it. Don’t forget that the success of an event also lies in a follow-up with all those involved to ask for feedback. It’s the chance to bring them even closer to the community.

Consider the worst-case scenarios at the outset, which always bring the unexpected, and make a plan with solutions for everything. It’s the only way to make sure you’ll be successful even when things can and usually do happen that you don’t want.

Always calculate your budget in advance, in line with reality, but always with an extra 20% over and above what’s available, for the unexpected.

One of the most important organizational issues is planning the budget allocated for a particular event.

You have to take into account:

·         The basics (venue, capacity, sound, catering, possible entertainment, promotion, etc.).

·         Their necessity (what can be missing and what is necessary to guarantee success)

·         Relevance (weighing up possible replacements or exclusions, consistency with the theme and purpose of the event)

·         Costs (anticipated and unanticipated)

·         The typology of events is very varied, and planning must take into account the specifics of each one.

For example, when talking about organizing successful private events, steps such as determining the purpose and size of the event (choosing a venue that is appropriate for the number of guests and the activities to be carried out, as well as details such as the menu and atmospheric elements) should be considered.

When it comes to organizing events for business launches, planning needs to be all the more rigorous. In the run-up to the event, a sense of anticipation needs to be built up, with no specific details handed out before the launch itself. A novel invitation to both guests and journalists will play a central role. It’s important to choose an appropriate location and create a unique atmosphere that leaves room for exclusivity. A plus can be provided by collaborating with one or more influencers to benefit from their audience, introducing personalized activities and demonstrations, and last but not least putting in place an impeccable communication and marketing strategy. Essential to getting the product known is organizing an event that gets people talking.

If we are talking about organizing a corporate event planning involves: setting the budget (looking for possible sponsors/partners), making sure that the aim is achievable, choosing the audience according to the company strategy, dividing up the organizational tasks, and providing adequate facilities, organizing themed lectures. The concept is particularly important because the best idea is reflected across all channels to attract the target audience and get those who attended to talk about the event in their communities.

Starting from the planning and organizational basics, each event is unique, whose chances of success are greater once contextualization is better, without missing the WOW element that will make it unforgettable