No matter how large or small, every event marketing activity needs to be properly planned. While each event is different, there are some general guidelines for the way you can plan all of them. Follow these tips when you organize that special day.
1. Get a clear understanding of the purpose of the event marketing promotion. An organizational event needs to be clearly defined, in order to focus all efforts towards the desired goal. It's important to know the significance behind the event and the anticipated outcome. For example, is it meant to create awareness, induction trial or promote sales? Analyze the actual results of the event marketing activity against these objectives.
2. Set the key deliverables for your event. How many people do you expect? What do you wish attendees to gain from the event? If it's a regular event, are you trying to get a larger turnout than last year? The answers will help you plan things better.
3. Set your event budget. This should be a top priority. Set a strict working budget, plus have some extra money put aside in case something unexpected coming up. Keep in mind how much you are willing to spend and potential revenue generating factors, like a registration fee.
4. Select the date and location of the event. Always keep options open and visit a couple of sites before you take a decision. This will help you plan the entire event depending on the availability of room and other facilities such parking, lighting, computer and internet access etc.
5. Set up a project timeline and work back from the date of your event marketing program. Decide deadlines for each activity, such as the first announcement of the event, preparation of promotional materials, finalization of seating arrangements, recruitment of vendors for food, entertainment, decorations … and the list goes on …….
6. Some events need special permission or licenses to host them. This could be for anything, such as permission to use recorded music, providing security or maintaining traffic control. All this should be done very much in advance, without pushing it till the last moment.
7. If you are publicizing the event then what is the medium of reaching the targeted audience? This may include distribution of pamphlets, pre-printed invitations, mail, announcements or any other media.
8. Plan for emergencies. Write down all the fire exits, and have an evacuation plan on paper ready, in case of emergency. Accidents rarely warn in advance; her hope for the best, but prepare for the worst.
It's important to prepare a check list and follow up with vendors on regular intervals. Take time and jot down all the important points and make sure you do not compromise on the quality in order to hack down your budget.