If you’re looking for a way to bring your community together and have some fun, organizing an event may be just the thing. But it’s also easy—and common—to get overwhelmed by all of the planning and logistics involved with putting on an event. Whether you’re organizing a neighborhood block party, introducing new products at a convention, or hosting a charity fundraiser, here’s how to make sure that everything goes smoothly from start to finish:
Pick a location that works best for your event
When choosing a location for your event, there are many factors to consider. You want it to be accessible and available for your attendees, but you also need enough space for everything you have planned. When deciding on a location, you should consider:
- Is it easily accessible? If people have to travel far distances in order for them to get there, they may not attend.
- Can I get what I need? For example, if your event requires an outdoor space or multiple rooms inside of one building (like meeting rooms), then those rental options might not be available at all locations–or even within driving distance from where the majority of potential attendees live or work. If this is the case with one particular venue option, then move on! There are plenty more out there waiting for us…and sometimes finding another option that works better can actually save money too!
Make a list of supplies you will need
The first step in organizing an event is to make a list of supplies you will need. This list should include:
· Chairs and tables
· A wifi router (if applicable)
· Power outlets for people to charge their phones and laptops at the event site, as well as any other equipment that needs power, like microphones or projectors. If you don’t have access to outlets in your venue, talk with the organizer about bringing extension cords so everyone can get plugged in!
· You’ll also want to think about food and drinks for attendees–you can either provide them yourself or ask attendees to bring their own snacks/drinks/etc., depending on how much money is available for expenses like these.
Pick a date and time that works best for your event
The first step to organizing a successful event is choosing the right date and time. You want to pick a day that works best for both you and your attendees.
· Choose a date that is not too close to another event in your area, including local festivals or other conferences. If there are many events going on at once, it could be harder for people who are interested in attending yours because they’re spread thin with options.
· Don’t choose dates near holidays either; this will limit the number of potential attendees even further since many people are out of town during these times (and may have already made travel plans). Also consider whether or not school schedules might affect attendance rates–schools typically take breaks during summer months, but some universities take them during spring break as well!
· Pick dates when everyone can easily attend without worrying about work or school conflicts – especially if they’re coming from far away!
Create an email invitation list by asking everyone to RSVP
Now that you have a good idea of how many people to expect, it’s time to create an email invitation list. Ask everyone who is coming to RSVP by providing them with a link or button they can click on, which will automatically add their name and email address into your Eventbrite account (or other RSVP tool). Make sure you include any special details about parking or attire in the body of the email so no one forgets anything important!
If you are collecting RSVPs via email, make sure to include a link in your invitation that takes guests directly into the event page on Eventbrite so they can easily register for free tickets if needed.
Set up a survey to collect demographics from attendees
· Use the survey to see how many people are coming, who they are, and what they are interested in.
· Use the survey to get feedback on your event.
· Collect contact information from attendees so you can stay in touch with them after the event is over.
Decide on the check-in process for your event
The check-in process can be the difference between an event that is a success and one that is a disaster.
It’s important to think about the type of event you are hosting, and how many people will be attending. If all this seems complicated to you, hire the best event services from Australia. You will save a lot of time and nerves!
If it’s just a small gathering of friends at home or in your office space, then using pen & paper might be more manageable. Here are some things to consider when deciding on your check-in process:
· What do I want my guests’ experience at my party/event? Am I looking for something simple where they can sign their name on a list? Or do I want them all registered online prior–or even better–in advance so there’s no need for any kind of registration process whatsoever?
· How many people should attend? This one seems obvious but it does matter! If your event has fewer than 100 attendees then chances are good that having everyone sign up beforehand isn’t going to work very well; however if there are over 1000 people coming then chances are good that having them all registered beforehand probably makes sense too.
Provide food and drinks at your event
Food and drink are a great way to get people to come to your event, stay at it for as long as possible, and talk with each other. If you don’t have the budget for this option (or if there isn’t enough time), consider having a snack bar where attendees can grab snacks on their own instead of providing them all at once.
Plan for transportation needs, including parking and shuttles if needed
If you’re hosting an event at a hotel or venue that does not provide parking on site, you will need to make arrangements for off-site parking. The same goes for shuttle service if your event is spread out over several miles (or even just one block).
Planning ahead will ensure that guests can get there safely and easily!
Now that you’ve read through this guide, you know how to organize an event. You can use these tips to plan your next conference, fundraiser or other gathering. Remember that the most important part of any successful event is the people who attend it! So invite as many friends and colleagues as possible–they will make your party even more fun!
