A Guide for Event Managers: Planning the Perfect Event

dream event

In today’s event industry, contractors and clients seem to invent their own standards. With concepts ranging from free marketing to brand networking, some event managers get lost. This is why we need a guide for event managers.

Moreover, each event is unique. One detail can change everything. The market of services  throughout the world is similar to a huge box of children’s toys. We must sift through the bright variety to find the ideal figure–in our case, the dream event.

Providing a complete guide for event managers in one post is impossible. Nevertheless, we can provide actionable tips to help take your strategy to the next level. So let’s begin!

Formulating an Idea

guide for event managers

The idea is a reflection of the goals and effect that event managers always wish to achieve. Even the simplest event should have its own idea. Your event idea should answer the main question: “Why?”

However, do not confuse the subject of the event with its idea. Remember learning the difference between the “topic” and “theme” of a story? The topic–or in this case, subject–is just a category. The theme, or idea, on the other hand, is the message or purpose expressed within this category.

Establishing Relevance

guide for event managers

Don’t forget to tie in your topic and theme to the relevance of your audience. Your client should direct you on the relevance of the event, but you can also have your own ideas about suitable themes.

Maybe your next event is a company party. Instead of jumping to conclusions, do your research. Determine what would be most relevant to the company’s employees and mission.

You can create something both new and relevant. For instance, incorporate drones in an event designated for construction engineers. Or introduce a new trending social network to free marketers.

Find a connecting link between the new and the old. In the first example, construction engineers have the need to survey sites, build maps, and plan. Drones can fulfill these needs without all the hassle, simplifying data collection for this target niche.

This is just one example. Find ways to connect fresh concepts with an established trade.

Building Engagement

guide for event managers

Don’t produce an event that stimulates attendees to pull out their phones or start a side conversation. Hosting an interactive event that incites involvement will allow your event to exceed all expectations. Engagement is so crucial because events are people-based experiences.

Interactivity is the key to the success of any modern event. The attention of the participants dispels quickly if they have no opportunity to influence the course of events. Use tools like interactive polls, networking activities, questionaries, and others.

Furthermore, create an event where the attendees can’t help but share about their experience afterward. You can encourage this post-event interaction by distributing social media links or business cards during the event.

Incorporate Social Media

Social media is almost a must for any event. Whether it be live streaming a wedding or creating a new hashtag, social media integration maximizes your engagement and modernizes any event. Remember to consider which social networks may be most relevant to the event audience.

One social media trend for events is eventstagr.am. This platform allows visitors to leave live posts, photos, and videos about an event. It integrates with other social networks, such as Twitter, to make the experience simple and fun for your audience.

Integrate Technology

With iris scanning, virtual reality, and edge-to-edge screens, technology is on the verge of fiction nowadays. No event can thrive without technology. If you are unsure of how to incorporate tech in your event, review this guide for event managers and be creative!

Live engagement via social media is already one idea. You can use video, lights, mobile devices, sound tech, presentations, and more in your quest for technology integration. You may also turn to popular tech trends such as drones and VR systems.

Underpromise & Overachieve

guide for event managers

The less guests expect, the more they will like what they get. Imagine the situation: you are managing a 25th wedding anniversary. Your client may expect you to host a simple congratulatory ceremony at a restaurant–hors d’oeuvre and desserts equipped, of course.

However, this guide for event managers should steer you in a more innovative direction. Imagine the attendees’ surprise when they enter to an event manager dishing out protective clothing, brushes, and paint. Think about what could come next:

  • a banner with the painted congratulations of the attendees
  • a contest to paint the best portrait of the happy couple
  • a poster board with the painted handprints of all the guests

Do not be afraid to mix and reinvent new formats. You can add game elements to a conference, hold a client event in the format of a quest on bicycles, and turn a new product presentation into a movie shoot!

The principle of underpromising and overachieving certainly applies to exceeding expectations for an event.

Applying Your Plan

Hopefully, this guide for event managers has allowed you to devise a relevant, engaging, and innovative idea for your next event. Now what?

Try to invent something new. The event industry is just starting to gain momentum and there is plenty of space for your creativity. If you need more help, sign up for our blog newsletter for more event management insights.

If you need help with video production at your next event, Valoso is here to help. Fill out the contact form below to get started with your next project!

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