The keys to good event management

 

Events at the corporate level are commercial tools that are carried out to enhance the relationship with our clients and carry out specific communication actions, such as supporting the launch of a product. In general, they tend to be actions to which many resources and a high budget are dedicated, and that is why it is important to know how to organize an effective event in order to achieve the objectives for which it was created. In today's post we want to analyze the key aspects for good event management.

 

Key phases of the organization and management of events

• Definition of the objective:  Being clear about what we want to achieve with the event, who it is aimed at, what benefits we hope it will generate is essential to be able to define how the event will be, make decisions and know how many resources we are going to allocate. Once the event has taken place, the clear definition of objectives will allow us to take stock to see if we have managed to meet them.
• Planning:  This is the key aspect since for an event organization the organization and planning is essential. The better we have it organized and we do not leave any loose ends, the more guarantees we have that the event will go out as we have defined it. Unforeseen events can always occur, especially since there are many people and suppliers involved, but if we have all the details organized, we will greatly minimize errors and last minute incidents. The key is to anticipate, organize and anticipate any unforeseen events.
  Once the date of the event has been defined, it is critical to define all the phases of the organization, weigh their importance and do a  retro-timing, that is, do backward planning to see how much time we can dedicate to each phase. We will have to play in each of them to ensure that on the day of the event everything will be ready. You also have to calculate a certain margin of safety in each of the phases to be able to face unforeseen events.
• Budget:  Depending on the type of organization, the budget phase will be carried out together with the definition of objectives or at a later stage. But in any case this is also a key point. It is necessary to make a list of all the expenses that the event will entail as well as be clear about how it is going to be financed. In case of having sponsors, we will have to contact them and involve them in the project. Once the organization and execution of the project is started, it is necessary to monitor and control any deviation to ensure that it is being carried out in accordance with the assigned and agreed budget.
• Organization:  In the same way that the organization is key, the organization is also a fundamental piece. A list must be drawn up with all the actions that must be carried out and a schedule must be made to ensure that all deadlines are met. On the other hand, it is also important to define the people responsible for each of the actions.
• Monitoring and coordination:  Carrying out a good control and supervision is what will help us to carry out the actions as they have been defined, within the correct deadlines and will allow us to correct any deviation in time. It is important that all the people involved in the event are fully aware of the action plan and schedule. For this, it is very important to carry out a preliminary phase of training, coordination and motivation of all members. It must be taken into account that events are one of the greatest exponents of teamwork and in these cases motivation, the feeling of belonging to the group and the connection with the common goal are essential.

Types of events

 

Depending on the objective and the nature of the organization behind the event, we can define various types of events. One of the areas that carries out the most typologies of events is that of commercial and marketing. In these cases, the aim is to generate brand recognition, publicize the company's products and services and establish a closer relationship with its customers.

In this area we can define events aimed at training through courses and seminars. Other formulas that companies use are exhibitions and fairs so that customers can see and test the products as well as have direct contact with the sales force.

They also highlight the presentations or product launches in which the novelties are presented, usually in scoop. These are events aimed at a specific audience, high value customers for the company who want to take care of and keep informed. In this sense, events in the form of trips or incentives can also be held to reward the contribution of customers to the company.

Courtesy: Event management company in Lahore