11 Tips To Help Event Coordinators See Even More Success
Jun 9, 2018
Creative Ideas To Help Out Any & All Business Events
Event coordinators work to put together parties, dinners, trade shows, charity benefits, networking events and more. Below, we have put together 11 tips that will help event coordinators see even more success.
- Track your numbers: Budget, number of invited guests, number of actual attendees, how much money was raised, how many products were sold, how many drinks to order...There are so many numbers involved when planning any event, and planners must stay organized when keeping track of all of this information. At the end of the day, though, this event is for someone or something in particular - like a new brand’s launch or a certain organization’s fundraiser. Therefore, make sure you are tracking the most important numbers to deliver back to the client; they want to know how many products they sold or how much money they raised, so give them that return on investment, explaining how what you did paid off for them.
- Think outside the box: As mentioned, there are numerous options when it comes to the types of events that need to be planned, and the way to stand out from the crowd is to think outside the box. Don’t just have a dinner - make it a panel, too. Don’t just host a “normal” networking event - invite people to get together for a fun activity, like mini golf or go-cart racing instead. Shaking it up a bit will pay off for everyone!
- Outsource: One of the biggest mistakes that anyone can make is biting off more than they can chew, and this is common for event planners; they want to stay on top of everyone and everything that is going into their events...but they can do so best by outsourcing. Hire interns. Call in professionals. Partner with venues that also offer decorating and catering services. Ask for help from family and friends. Dividing up responsibilities will be more beneficial than spreading yourself too thin.
- Advertise anywhere and everywhere: No matter what your event is, advertising is key, and there is a variety of places to get the word out. Social media, fliers, radio & TV commercials, word of mouth, newsletters and local listings are just a few of the places to start, since you want as many people as possible to know about this business, this launch, this charity, this event!
- Turn to swag: Once the event is up and running, you better be handing out some swag! People love freebies, and long after your event is over, you want people to remember the purpose. Buy mugs or tumblers that have a business logo on them. Give your first 50 attendees free branded t-shirts. Send out gift baskets of food to VIPs before or after your event, which sport the name of your brand. The possibilities are endless.
- Network yourself: Most professional events are, deep down, networking events. Even if they are parties or dinners, they exist to bring like-minded people together, who work in similar industries or who could benefit from each other’s brands. And while event coordinators bring these people together, they must remember that they need to be networking, too! You never know who could be your next employee, investor or client.
- Keep your audience in mind: Another key to keep in mind when planning is audience. Does your location fit this demographic? Will they enjoy the activities, music or food you have prepared? Are you inviting too many people from one industry or not enough from a certain sector? Take a step back, break down every detail of your event, and make sure your target audience is highlighted at all times.
- Be purposeful: On a similar note, look at each aspect of your event from the eyes of the public...from the eyes of the media...from the eyes of your client. How will everything look when photographed? Do you need to move things around? Is your client’s brand mentioned enough throughout the space? Is it too loud or dark? Is there a place to check coats or to place photographers? Make sure there is a place for everything, and make sure everything is in its place.
- Check calendars: When planning an event, be sure to check the calendar, too. You don’t want to schedule your event on the same night as another big event or during the same time as other industry happenings. You need those guests at YOUR place!
- Be flexible: There is a rule to know, and that is that things may go wrong - but don’t panic! Learn to be flexible. Know that mistakes happen, and hiccups may occur, but you just roll with the punches. You have a back-up plan and a smile on your face, and you work with what you have, all in order to produce a happy and successful event.
- Say thanks: At the end of the evening, you will feel so many different emotions. You may have to stay late to clean up, or you may need to go home and crash. But the next day, remember to say thank you; thank anyone who helped you, send handwritten notes to vendors, thank the press, and show appreciation...because that will show others that you are a kind and professional planner that deserves to plan some more events!
So whether you are an event planner working to throw the perfect business dinner or a professional looking to expand your brand through networking events, try out these 11 tips for even more success!