10 Feb The most important aspects in the organization of the event
Depending on the type of event, there are a large number of items that need to be organized and resolved in order for an event to be successful and for the public and visitors to be able to enjoy what they see and hear.
Whatever the nature of the event, some things are common to them all. In this text, I will write three main things that every event should have at the very beginning of the design. These are the GOAL, BUDGET and CONCEPT of the event.
A goal without a plan is just a wish. -Antoine de Saint-Exupery
1. GOAL
When you tell yourself I want to organize an event, celebration, party, conference, seminar, the first question you need to ask is what is the goal of organizing that event. Some of the goals may be:
- increase sales of a particular product by X percent
- Y profit from tickets sold
- raising awareness on a particular topic (reach on networks, media publications, etc.)
- promoting the company
- raising employee motivation
- or something else
Goals need to be measurable and time-bound so that after the event we can say whether we have met it or not. It should also be noted that the tasks are not the same as the goals of the event.
Goals are set at the beginning of planning each event and they serve us to direct all other activities to achieve them.
2. BUDGET
An item without which no project can start, whether it is in the event industry or someone else, is certainly the budget. How can we know how much money we have for promotional material, lighting or catering if we do not have allocated funds by cost groups.
The budget is best made in an excel spreadsheet because it is the most comprehensive for all participants in the project. Some of the columns that this table may contain are:
- Item name
- The company that supplies
- Number of pieces needed
- Price per piece
- Ukupna cena
- Kontakt osoba
- Note
The budget is usually made in a minimum of two variants, cheaper and more expensive, so that the client has an insight into what can be obtained at what price. It must be clear that everyone can understand what it is about at first sight and without additional questions. Also, the budget is made with prices without VAT, unless the client has requested otherwise.
3. CONCEPT
The concept of the event is a conceptual solution of what the event itself will look like, what it will consist of and what are the main messages we want to send. This is where our creativity and team ideas of how to make the event unique and memorable come to the fore, because that is what each of us wants.
When creating the concept of the event, it is necessary to answer 5 questions, which are:
- Who?
- What?
- Where?
- When?
- Why?
The effect of surprise is what leaves the visitor with the impression of uniqueness and it is directly related to the creativity with which we will surprise everyone present at the event. When we talk about creativity, we can express it at every step and in every detail:
- Invitation layout
- Catering decoration
- Gifts for attendees
- Activations at the event itself
- Interior decorating
- Performance
- etc.
Here, one only needs to take into account that all ideas and proposals are technically feasible and within the budget. Consulting with technical persons is recommended when designing larger projects.
These were some of the main items that needed to be defined at the very beginning of designing each event. There are many other factors that affect the organization of the event and which should be taken into account, such as the choice of speakers, the choice of all suppliers, marketing campaigns, guest lists, etc.
Contact us at contact@olidool.com if you need help with any of these items, we are here to share our experience with you.
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