It is not easy organising an event especially if you are expecting hundreds or thousands of attendees. If anything goes wrong, everyone’s eyes will be on you since you are the person behind the event. Therefore, you need to ensure that everything will go as planned. These are some tips to help you succeed in staging a major event.
Identify the purpose of the event
Before you create a programme that includes the flow of the event, you need to know first why you are hosting it. If you are hosting it to honour someone, the event needs to revolve around that person. If the event is for fundraising, you need to emphasise the recipients of the proceeds. Always go back to the goal of the event to guide you on what to do.
Determine the audience
Is it going to be an exclusive event? Are you selling tickets for people who wish to come? Is this a free public event? Determining your target audience will help you plan the stage design, seating arrangement, and many other details. If you are going to invite a VIP, you need to determine where to sit that person.
Make sure the word gets out
Inviting people to attend the event is one of the most challenging aspects. You cannot spend a lot for an event that no one wants to go and see. You also need to spend on marketing to help spread the word. If you are raising funds or you want to earn profit from it, you need to work hard to entice more people. Utilise free platforms such as social media. Partner with social media influencers to help you get the word out there. Buy TV or radio ads if you have enough money to do so.
Secure the best venue
Once you finalise the crucial details like the attendees, you need to know where to hold the event. If it is a public event with thousands of potential attendees, you need to have a venue which is big enough for everyone. If there are performances, you need to have a stage which is big enough to accommodate the performers and their equipment. Make sure that the venue is accessible for people to come and has tight security protocols in place.
Form a committee
You cannot deal with all these details alone. You need a team to work with you. Assign someone to deal with logistics like signage and parking. You also need someone to deal with food. If you are inviting huge stars to perform, you also need people talking to their agents and managers. It could be overwhelming if you do not have a strong team behind you.
Hire a production company
To help you with the stage and in dealing with the performers, you need to partner with event production companies. If the goal is to entertain the attendees, you need a ravishing stage design. You also need a state-of-the-art sound system. You need to use lights that will liven up the mood. You cannot settle for anything less if you want a visual feast for the attendees.
It takes time to finish all these tasks, and you need to prepare ahead of time to avoid embarrassing mistakes.