 |
What's Your Best Advice? |
 |
What’s the 4-1-1- on event planning?
The president of my company decided we need to start putting on events to broaden our client base and find new prospects to buy our products. Guess who was picked to be the brand-new event manager? Me!
Of course, I applied for the job, but I’ve never done anything more with an event than helping out when needed. Now, I’m beginning to wonder where to start. What do I need to do before I even begin planning an event? I’d appreciate any help I can get.
— Sam, Event Manager
You don’t have to call 9-1-1 for help with your events
Sam, planning and putting on an event can easily be compared to a roller coaster ride — exciting, a bit bumpy and more than a little scary — especially if it’s your first time. But luckily for you, some event industry vets have great advice they’re happy to pass along.
|
Tools to Register with E.A.S.E
Easy And Secure Event Registration. Acteva helps ease the pain of managing your event and collecting payments. Please join us for this 45-minute interactive Web demonstration to learn how to:
-
Simply and smartly create secure online registration and payment pages
-
Succeed with online marketing and communications
-
Manage real time reports for marketing programs
Register for this complimentary Webinar |
They suggest you:
-
Get some help
-
Start at the beginning
-
Keep your cool
Get some help
Right about now, you might be feeling a bit like the last contestant on Survivor — victorious (you did get the job you asked for) and all alone. But there are people who will be willing to help you out.
Pamela S. Milan, president of Milan and Associates, LLC, suggests you start on your home turf — and for good reason.
“Holding events is a terrific way to create new leads and demonstrate your products. But unless your boss has performed a ‘needs assessment’ and developed goals and outcomes, your events could be complete failures, with the new event manager — you — holding the bag. Ask your boss to hire a consultant to assist you in this exciting endeavor. Outsiders often think conference and event management is easy, but with the maze of details, timelines and budget, it can be daunting to someone new to the business. Good luck, and welcome to our world!”
An anonymous reader points out: Numerous resources are available to you, if you’re willing to put in the time to learn.
“Get educated. Webinars and Internet articles contain a vast amount of information. Speak with potential vendors, and be up front with them. Tell them this is your first event, and they’ll educate you as you go along. There’s a lot of information out there. It’s up to you to get it.”
Start at the beginning
Every journey begins with a first step, blah, blah, blah. You know the story. But it’s true. To have a great event, you have to get yourself together before any planning, let alone execution, begins.
Donniella Winchell, executive director with Ohio Wines/Vintage Ohio Wine Festival, suggests you determine why you’re having an event before you do anything else.
“Never plan an event for its own sake. Identifying a couple of key objectives is critical. Also think outside the box. Can you forge some partnerships (traditional or otherwise) with others who want access to your company or your program? What other important, ancillary advantages can you draw from the event?
“Creating a successful event involves attention to detail, cost considerations, etc., the usual stuff. But if you take some time at the very beginning of the planning process and develop some secondary goals, you’ll accomplish much more than you would otherwise. Plus, you’ll impress your superiors with your skills, insights, preparation AND achievements far beyond the primary goals of the activity.”
Joanne Kamens, president of MASS Association for Women in Science, also thinks you must determine the why before the how.
“Before you begin planning, answer one key question: What is the desired outcome? For example, do you want to communicate information, provide a good time, attract new customers, thank old customers, make new relationships, strengthen old relationships or achieve something else? When you have a clear picture of what you want to accomplish, the rest often comes easily. The second question is always ‘How much money can I spend?’ and that really gets you on your way!”
Robb Thornsberry, president of Infinity Events Inc., writes that building the proper “foundation” will help make events more successful.
“Sam, congratulations on your new position, and welcome to the eye of the storm. First, do a little internal research, such as identifying your target audience, your message and the desired outcomes. Then, determine your budget. Once you decide these elements, begin narrowing down all the other factors, such as date and time, location and logistics, including permitting, committees or staffing needs. These items are the foundation of every event or meeting. And just like with building a house, once you have the foundation, you can dress it up with decor, AV, lighting, entertainment and F&B as they pertain to your initial desired goal. Good luck!”
Keep your cool
Now that you have the pointers to get you on your way to a boffo event, you should feel a little more comfortable with your new job. So, don’t panic — no matter what.
An anonymous reader puts it this way:
“Always have plan B since, chances are, something won’t go according to plan. So, don’t sweat the small stuff. If any last minute changes/corrections are made (and they probably will be), don’t make a big deal about them, and no one will be the wiser!”
Sam, it’s natural to be nervous when you start a new venture. But try to concentrate on the excitement that lies ahead in your new career. With a little help, some deft planning on your part and an unflappable attitude, you’ll be feeling like an event vet yourself in no time!
[PRINTER FRIENDLY VERSION]
.gif?i=121206182840){kind=small}
