Hosting an event isn’t the piece of cake it looks like from the outside. It takes hours of diligent planning and exceptional execution to host a successful event.
- S – Strategic planning
- U – Understanding of the audience
- C – Communicaiton and collaboration
- C – Creative ideas
- E – Engaging experience
- S – Sponsorships and partnerships
- S – Security and safety
Here are seven things you’ll need to ensure your upcoming event is a SUCCESS.
See Related: 9 Fun Ways To Celebrate Your Company Milestones With A Corporate Emcee
#1. Strategic Planning And Coordination
From corporate events to fundraisers, there’s a lot that goes on in order to ensure any event is a success. Event planning is no joke, and it can be completely overwhelming at times.
One of the hardest parts of organizing an event is juggling countless moving parts. If even one thing falls through the cracks, the entire evening can end in disaster.
Orchestrating your ideal event can seem daunting at first. But if you understand what all events need to thrive, then you’re already off to a perfect start!
What Makes An Event Successful?
There are plenty of factors that can determine the success of an event. And what’s important to note is there’s no “one size fits all.”
Each event is unique and has a distinctive audience, purpose, and theme. And it’s important to play to your event’s strengths while bringing out its unique aspects.
However, there is one thing that all events need in order to thrive.
A great event requires strategic planning. This includes developing a clear vision, defining the purpose of the event, setting goals, and creating a detailed plan of action. It can feel like a lot at times, but it will all come together soon enough.
Even the most highly-anticipated and exciting event will end terribly without proper planning and organization beforehand. Planning is the foundation of it all, and it’s critical in orchestrating a successful event.
Anything from constructing a budget to a marketing strategy should be figured out in the planning process. I’m sure you can understand how absolutely essential it is to get all these aspects down.
When it comes to event planning, don’t skip steps and remain thorough. It’ll build the entire foundation for your upcoming event.
#2. Understanding Of The Audience
As I said, each event is unique. You need to develop a clear understanding of your overarching goals in order to ensure the event’s success.
One thing that many event planners overlook is the importance of understanding the audience. They may take time to discern the event’s theme or vendors but essentially discount the very people that make the event happen: the audience!
As a corporate emcee, I know firsthand how critical it is to understand the audience of an event. After all, it’s how I create my content and deliver a flawless performance!
To be a great entertainer, I need to understand my audience. I need to recognize what makes them unique and find out what’s important to them. If I don’t realize their needs, I’ve already failed.
The same goes for anyone helping to plan an event, not just the emcee!
Understanding your target audience will help you create an event that truly resonates. Take into account their interests and preferences, and use this knowledge to inform your event.
It’s imperative that you do!
For example, imagine the world of difference in your event planning if your attendees were all retired senior citizens instead of young, fresh-out-of-college professionals. Those would be two very different events indeed.
#3. Communication And Collaboration
To plan a successful event, it takes scores of people and plenty of time. It’s not a small endeavor, and the people orchestrating it need to work together seamlessly throughout the entire process.
The key to ensuring all parties work together is effective communication. Everyone needs to ensure they’re consistently on the same page so that nothing falls through the cracks.
Planners, entertainers, vendors, and sponsors should always maintain an open line of communication. Whenever someone enters the team, ensure you know how to get a hold of them and stay in touch!
It’s a good idea to establish a communication plan that outlines how communication will go with attendees, sponsors, and vendors before, during, and after the event. Use multiple communication methods if needed such as email or direct messages to keep everyone informed and up-to-date.
Bonus: 9 Creative Corporate Event Ideas Your Office Will Love
#4. Creative Ideas
A great event is memorable and engaging. Incorporating unique and creative ideas into your event is a surefire way to ensure its success!
A great place to start is by revamping the essentials. For example, any fantastic event should have plenty of food and drink. But why not make it a bit more exciting?
Provide event attendees with unique, rare, or uncommon food dishes to pique their interest. You can opt for international cuisine or simply put a spin on the classics.
#5. Engaging Experience
The attendees of your event are the determining factor of your event’s success. It’s important to ensure they enjoy a memorable event and have an exceptional time.
To do this, you need to center your event around creating an engaging experience. Plan activities, entertainment, and food and beverage options that will keep attendees entertained and engaged throughout the event.
Interactive activities are always a major hit. Things like games and photo booths are great places to start, but you can also take it up a level with things like escape rooms or even hiring an emcee to make sure the event runs as smoothly as possible!
#6. Sponsorships And Partnerships
Now it’s time to get down to the nitty-gritty. It’s important to focus on the entertainment and creative side of event preparation, but you also need to ensure its success behind the scenes.
It’s important to secure sponsorships and partnerships for your upcoming event. It’ll ensure you have the resources, expertise, and funding necessary to orchestrate the function.
Feel free to reach out to local businesses, organizations, and even government agencies to form partnerships or secure sponsorships. Make sure you contact people and organizations that are aligned with what your event is all about.
#7. Security And Safety
For any type of event, security is a must. Your event could be a mess without it and even dangerous for the attendees.
Don’t skimp out on investing in the security and safety of your event!
Start by developing a safety plan that includes emergency procedures, security measures, and first-aid services. Make sure to communicate safety guidelines to attendees and staff before the event, and inform the master of ceremonies of that same information so they can disseminate it throughout the evening.
If needed, don’t forget to hire people to help with security, such as guards. This may depend on the size of your event. The larger the event, the more you should spend on security.
It’s important to ensure your guests and attendees are safe at all times. They should feel protected and comfortable, and you should rest assured knowing you are more than prepared for any situation that may arise.
Organizing the perfect event can be a challenging task. But with these tips in mind, hosting a successful event should be a breeze!
Keep Reading: 7 Hosting Tricks That Will Make Your Corporate Event A Success
Adam Christing has been called “The Tom Brady of emcees.” He has hosted more than 1,000 company meetings, special events, gala celebrations, and more. He is the author of several books and founder of CleanComedians.com. For more event tips, follow Adam Christing on Instagram, Facebook, Pinterest, LinkedIn, and YouTube.