Our Top 10 Tips for Making Your 2019 Events a Success
Our Top 10 Tips for Making Your 2019 Events a Success
A New Year has just begun. Your big goal? Plan some amazing 2019 events that will have your industry buzzing.
How can you make sure that the events you host in 2019 are the best your attendees have ever seen? Here are our 10 important tips to keep in mind when planning fantastic events this year.
1. Set Clear Goals
Before you host an event, think about what you what this particular event to achieve. Make your ultimate goal as specific as possible.
For example, do you want to convey knowledge to the participants? Build a community? Raise funds for a particular cause? The primary goal of your event will help you to figure out the overall theme. This, in turn, will determine the structure, timing and types of activities you plan.
2. Define Your Target Audience
Who would want to attend your 2019 events? One of the very first (and most important steps) in event planning is determining who would be interested in your event.
Once you have defined your target audience, this will help you decide how to market to them. Also, it will help you decide which types of activities, lectures, topics and materials you want to feature at your event. As you are planning, ask yourself “would my target audience love this?” If the answer is “no,” leave it out!
3. Leave Wiggle Room in Your Budget
Murphy’s Law applies to events, too. There’s always something that could go wrong, whether it’s needing to print the event program twice due to a date mix-up, or having to immediately change the location and transport all equipment and furniture due to heavy rain.
If you budget an extra 10-15% for your event, you’ll have the wiggle room in your budget to deal with these last minute issues.
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101 THINGS EVERY EVENT PLANNER MUST DO BEFORE AN EVEN GUIDE
4. Engage Before, During and After the Event
For successful 2019 events, you’ll need to stay engaged with your audience in the months leading up to and during each event. Plus, you’ll need to follow-up afterwards.
Before the event, get attendees excited by drumming up a social media buzz online. You can even create an event hashtag for fans and attendees to use. Also, you can ask your event speakers to make some announcements to their audience.
During the event, you can share videos, daily recaps and other content while encouraging your attendees to post their photos. (Check out our guide to Promoting Your Events on LinkedIn.)
5. Make Attendees Feel Good
After your 2019 events are over, attendees won’t necessarily remember every detail about what happened. But they will remember how it made them feel.
Think about how you can make sure that your event makes attendees feel great. What activities could you plan that would generate excitement and create an unforgettable experience?
6. Ask Your Audience What They Want
Want to make sure that your event will appeal to your target audience?Ask them what they are interested in and want to see! You can send out a simple survey before an event to accomplish this, which will help you understand what’s most important to them.
By crafting your event around what your audience is interested in, rather than what you think they’ll be interested in, you will already be well on your way to creating a much more effective event.
7. Create Shared Project Workflows
When you’re working as a team to plan an event, try using cloud-based shared documents and collaboration platforms. This is a very powerful way to keep everyone updated in real-time on the status of the project. There are many apps that will allow you to do this, including Trello, Asana and Basecamp.
Within these project management systems, you can create tasks and checklists and assign them to different members of your team. Everyone on the team can see the tasks updated in real-time and tag each other in comments – making communication seamless as you work together to a common goal.
8. Hire a Professional Photographer
Using the services of a professional photographer can be one of the best investments of your event budget. A good photographer can jump into the event and capture the best moments. These high quality photographers will become valuable assets that you can use again and again. Plus, the photos are great for blog posts, social media content, brochures, newsletters and any advertising or content marketing for next year’s event.
You can even share the photos with speakers and other participants, who will be likely to share them on their social media channels. (After all, who wouldn’t want to share a great photo of themselves speaking at an event?) This provides even more exposure for your event and starts to generate a buzz for the next one.
Remember to use those hashtags and links with each photo to up your 2019 events buzz & tease any events in 2020 and beyond!
9. Always Have a Backup Plan
What happens if your main speaker doesn’t show up? Or if the power goes out in your venue? Just like with your budget, you never know what’s going to happen when it comes to events. That’s why it is so important to have a backup plan.
Determine the most important aspects of your event and what could potentially go wrong with them. Then, create a backup plan for each circumstance. Write out clear and concise instructions so that even if the key organizer isn’t around, event staff can carry out the backup plan without a hitch.
10. Use Checklists
There are so many things to remember when planning your 2019 events. Using checklists to keep yourself organized is a great way to stay on top of your tasks and ensure you don’t miss a beat. You can simply go through the list one-by-one to make sure that you have everything covered before your event. You can also hand out the checklists you use to the rest of your event planning team, to make sure that everyone is on the same page (literally!).
To help you out, we’ve created a checklist of 101 Things Every Event Planner Must Do Before An Event. It will help you to remember all of the details of event planning, so you won’t feel so overwhelmed.
Need Help Planning Your Next Event?
We want to help you make 2019 your most successful year for events ever. Here at Traveler’s Q, we offer travel and event planning expertise to help you make sure your next conference, meeting, wedding or soiree goes off without a hitch. Contact us to find out more.