Establish effective communication

 

Generate interest and commitment from participants

·        Produce great content

·        Use gamification

·        Host a live question-and-answer session and survey

·        Create networking opportunities

·        Create a meeting with your partners and sponsors

·        Adapt the layout of the place

·        Create a hashtag dedicated to your event

·        Create a mobile application

Prepare and print documentation

·        List all the items you will need for your event

·        Determine the format of each element

·        Use templates and a graphic charter if possible

·        Define the quantities you need

·        Create a schedule and set deadlines.

D-day

After the event

Conclusion

Generate interest and commitment from participants

People have a lot more expectations than before about the experience they are going to have and what they are going to learn throughout your event. If a business event generates little or no engagement, it will affect the ability of attendees to retain the information given. The week before your event is crucial in building that engagement. Here are some principles to know.

Produce great content

A memorable event begins with engaging and interesting content. The content you offer to your guests should relate to the strategic objective of your event as well as the interests and needs of the audience. Share behind-the-scenes photos, speaker quotes, and highlights to make attendees really feel a part of the experience. Make sure the speakers and their presentations are relevant.

Live social media posts during your event are a great way to keep your attendees engaged. Also give them the possibility of accessing the agenda, the biographies of the speakers, the conditions of access and practical information in advance so that they can prepare their visit.

Use gamification

Make your event fun and enjoyable. Add games and entertainment to spice up the event. Such as musicians, professional acrobats, magicians to play at fixed times. Or incorporate virtual or augmented reality into your training session. Or organize a raffle and announce the winners between sessions. Whatever entertainment item you choose, your attendees will appreciate these kinds of breaks in your schedule.

Host a live question-and-answer session and survey

When it comes to question-and-answer sessions, traditional methods often encounter whining and rolling eyes. Today's event technology makes it easier to interact with your guests. Use a dedicated tool to improve communication. Remember to collect and organize the best questions and answers from participants. Collect public feedback through this tool. By listening and interacting, you increase participant engagement and identify opportunities to improve the overall experience.

Create networking opportunities

For many, networking is the number one reason to attend an event. By creating such opportunities - face-to-face or virtual, one-on-one or in a group - you can encourage and facilitate networking and create a more meaningful and engaging experience for participants.

Create a meeting with your partners and sponsors

If you have partners and sponsors as part of your event, they are sure to be looking for real connections with your attendees, rather than just displaying their logo on panels.

Adapt the layout of the place

The layout of the place and especially the seats will be different depending on the event, but there are always several options that help create engagement. The layout will vary depending on your goals, it's up to you to find the best approach.

Create a hashtag dedicated to your event

Before your event takes place, create a short and unique hashtag that will be included in every digital communication. Ask your speakers to use this hashtag. Add it to slides, signage, badges and anywhere your audience goes to get information.

Create a mobile application

Mobile apps are now commonplace for organizers and attendees, and remain an effective way to improve audience engagement. These applications allow participants to view the route, receive alerts, be in contact with other participants and find answers to common questions.

Engaging your audience is a challenge, but it is not impossible. Using the right technological tools, implementing feedback strategies, reconciling objectives and expectations and remaining authentic should be top priorities.

Prepare and print documentation

What is the key to effective documentation? It should be professional, easily recognizable and consistent with your business. When you use the same logos, fonts, colors… over and over again, customers easily recognize your business. Here are 5 key points to organize and create successful event documentation.

List all the items you will need for your event

It's easy to think of some key things like business cards and brochures, but also think of posters, name badges, goodies, or invitations and "save the date".

Determine the format of each element

For each, write down the required dimensions and make sure your designers have this information. Make sure you give them as much detailed information as possible. This will avoid round trips and delays.

Use templates and a graphic charter if possible

The use of a charter and templates allows you to keep consistency in your creations. Make sure your designers have them.

Define the quantities you need

You will likely need multiple types of media for your event, but you may not need to have the same amount for each. Keep in mind that for some items, such as signs, it may be a good idea to print a few more copies in case of damage in transit.

Create a schedule and set deadlines.

Your deadlines will determine the timeline for the entire project. The first step is to request deadlines from your suppliers and printers. Next, create a schedule for your team / designers that leaves time for any problems and delays. Finally, start from the end of your project and go back in time to create the production reverse schedule.

D-day

After weeks, even months of preparation, that's it, the big day has arrived! How do you not get lost among the multitude of things to deal with that day? How is it possible not to forget anything? How to make sure that everything takes place in the best conditions? Here are the golden rules to carry out your event:

• The day before, prepare everything you can and plan for any eventuality. Scroll through the event in your head to review each step and consider all eventualities. There should be one sentence circling in your head: “What if…? ". This brings to light a host of elements that you could never have anticipated around a meeting table.
• Install clear signage so that everyone can easily access the site and to the dedicated area.
• Review the accessibility and security arrangement.
• Reserve a significant time slot for rehearsals, editing, etc.
• On the day of the event, arrive early! You will find that time flies twice as fast as usual.
• Make sure the technical equipment is working properly (microphones, sound system, video projector, camera, computer, connections, lights, wifi if necessary, etc.).
• Provide backup batteries for your electronic devices.
• Check that the cleaning has been done.
• Make sure that the deliveries have arrived (material, goodies, documentation…).
• Print all the documents you will need (detailed briefs for service providers, checklist of "essentials", technical guide, flyers, programs, etc.)
• Put together a "logistics kit" with tape, sheets of paper, pens, markers, cleaning products, garbage bags… and everything that could be useful to you as well as a first aid kit, in case where: adhesive plaster, bandages, scissors, etc.
• Take care of your briefs. If you want to ensure a smooth flow, make sure that everyone knows from the start what exactly is expected of them. Organize a briefing for this, in which everything is stated clearly and precisely. Provide if necessary a copy of the technical conductor of the event with all useful contacts.
• Keep documents created throughout the organization with you.
• Make sure that the welcoming process for your participants is fluid and efficient.
• Look everywhere, all the time. Pay attention to the smallest details. Are some buffet trays empty? A poster has come off? A table is wobbly?
• Stick to the timing. You are free to designate a "time keeper" among the members of your team who will take care of the timed monitoring. Advertise the program throughout the event, and stick to it. Your guests will appreciate having a clear view of the process.
• Be transparent with your audience or with your teams or service providers. A speaker is late? Do you have a technical problem ? Explain it clearly. It is always unpleasant to experience an unforeseen event or to undergo a last minute change without understanding what is going on.
• Be discreet, but available. You will be in great demand, try to be available in case there is a need for you.
• If they could not be anticipated, accept the unforeseen. This is part of the event… anything can happen. Act professionally no matter what, lean on your team and control your emotions. And tell yourself that this is one more lesson for the next event!

After the event

It's over, the door has just closed behind the last guest. You feel a mixture of relief, pride, fatigue…. But now is not the time to release all the pressure. The hard part is over, but save some energy for the home stretch: the post-event phase. Several criteria allow you to evaluate and close your event.

Follow up. Make sure you pay any remaining invoices and track any refunds needed for staff. If you have encountered any problems, check in with the people involved and try to resolve them. Keep an archive of what you have done, so those planning the event in the future know what you have done, save time, and can learn from your challenges.

Thank. Partners, participants, speakers, service providers, various aids… take the time to thank each of them.

Share. Do not hesitate to send stakeholders any useful and quality content, such as photos or videos of the event, interviews… to extend your event a little further. This can be done by email, via your site or social networks. You can also send a debriefing: this is a good way to get feedback from your guests if you don't already have one.

Ask. Involve your participants through surveys or satisfaction surveys, right after the event. Plan for closed questions (general appreciation of the event, providers, program, etc.) and open questions. Areas of improvement or real positive points will follow.

Evaluate your providers. Follow up on your collaboration with them, in order to capitalize with the best over the long term.

Analyze. Take the time to consider the impact and the ROI of your event, in relation to the objective set. Just because everyone had fun doesn't make the event a success. And the reverse is also true. In particular, calculate the absenteeism rate and assess your budget. Incorporate these figures and results into a clear report and share it with everyone involved in the organization of your event. Also discuss all the advantages and disadvantages of the site, the different services provided. These are valuable indications for an upcoming event, but also for suppliers and partners.

An event represents such an investment, in terms of time and budget, that it would be a shame not to make the most of it. Continue to create and share content: articles from your video interviews, videos from the film of the event, quotes from your speakers, photos from the event, articles in the press, etc. This will contribute even more to increasing the notoriety of your company.

Conclusion

The organization of events has no more secrets for you! You now have all the keys to putting together a quality, memorable and unique event. However, you will understand: preparing for an event requires a lot of involvement and this time can sometimes be difficult to find between the various daily tasks. This is why Ideas on Stage is a benchmark player who will support you in this organization and relieve your workload.

Courtesy:  event organizer in lahore