• Shaumik Saha

Organize a business event in 9 steps- Event management 101


A well-organized business event can be a very resourceful tool when done right.

Weather the primary goal is lead generation, PR, product launches or simply celebration, a well-planned event can help your business achieve a lot.

That being said, planning a successful event surely does require you to exercise your logistics and planning brain cells, to a fair degree.

Lucky for you, this article should give them a good warm up.

Here are 8 steps to make managing your next business event a breeze:

1. Set goals and have an agenda in mind

Most processes in business work best when planned with from an outcomes-based perspective. Planning an event is no different.

Having concrete objectives not only helps you better analyze the success of the event after it takes place, but also helps you plan for just the right things.

Being burdened by too many tasks to look into is just as bad as being under prepared. The objective of the event will do a lot in predicating how exactly it is organized. A product launch, for instance, needs to be organized very differently from a seminar.

2. Putting together the right team

An event manager, speakers, venue managers, entertainers, sponsors, subcontractors and volunteers are some of the main roles that you may require to make your event idea a reality.

Putting together the right team involves assessing both internal and external resources, and finding the right people to fill each role.

3. Schedules and timelines

Having assembled the right crew, the next step must be to find common dates on each other's calendars. The availability of the same will dictate the timeline for the planning and carrying out the event.

Be aware of public holidays and vacation sprees that might be in the way of your timeline!

Some great advice here would be to insist on confirming availability in the substantial future, as required by the timeline.

The last thing you want is for the speaker to be attending a wedding in his hometown, when a long list of attendees are expecting a keynote from him the following day.

4. Branding and marketing the event

Starting with basis such as picking a name, tagline and logo; to making sure that the event setup conveys the theme, look and feel that you desire, branding your event the right way is crucial.

The theme- in turn- will predicate a lot of your marketing strategy and budgeting.

5. The master plan

In terms of planning, this will most likely be your last step. From here on, it's all action.

But.

Before you start approaching potential sponsors and adverting your business event, it is a good idea to have a "master plan" in place.

It should cover the following aspects:

- Logistics: Venue bookings, catering, insurance and paperwork - Parties involved: speakers, internal resources, volunteers and subcontractors - Marketing strategy: budgets, channels and objectives - Ticketing and registration: Online payment gateways, Sales teams and follow-ups. - Monetization: Sponsors and partners 6. Identify sponsorships and partnerships

Events are great places for businesses to advertise their offerings and services, which makes sponsorships a viable strategy to monetize the event.

Identifying and confirming their interest beforehand saves you the pain of scaling back on budgets at the very last moment. If you're going to have an event, you very well might invest in making it a memorable one.

7. Budgeting

Once funding is guaranteed (or secured), you must start budgeting.

Marketing, venue rental costs, insurance, speaker costs and merchandising might be key expenses that you must consider.

Audiences like extravagance, but not too much of it. A healthy balance between simplicity and catchy concepts must be maintained at business events. Budget accordingly.

8. Put a marketing plan into action

Having secured sponsorships and finalized budgets it's time to look into promoting your event.

A strategy covering multiple channels- both online and offline- is the right way to go about it.

9. Last moment checks

The planning is on point, attendees are excited, and the event is due tomorrow. This is a great time to perform last moment checks.

10. A great event

We wish you a great one! ;)

About Stride Plus Events

Stride Plus is an events organizing and management company based in the UAE, focused on business, networking and community events.

Learn more about out services here.

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