Written by Andrew Price on July 18, 2017
A client comes to you and asks you to plan their event. They only have one event the entire year and their reputation hinges on making sure it is a success. What can you do to help make sure that once the dust has settled on the event, they are satisfied with your work?
Far too often event planners have a one size fits all mentality. They have a preconceived notion of what they believe is going to be a perfect event, and may lose track of the bigger picture. Talk to your client to make sure everyone is on the same page. What are they trying to accomplish with this event? Ask them questions to make sure you fully understand their goals, expectations, and vision.
Understanding the purpose of the event should be at the forefront of every decision that you make. Make sure that you strategically choose things like the venue or vendors that align with that overall purpose.
This one is pretty self-explanatory but needs to be mentioned. At the end of the day, the bottom line is extremely important. Make sure that you come in under budget. This does not mean that you need to be cheap or frugal. Build relationships with vendors and work to negotiate price points.
If you have the time available to do so, plan the event well ahead of time. This will give you more options when it comes to choosing vendors which leads to more buying power. Shop around, do your research, and make the most out of the money that they are willing to spend.
When push comes to shove, it is your job to make sure that the attendees are engaging with the event. One way to do this is with giveaways. You would be surprised as to how excited people will get for even the simplest of giveaways. Reward people for being engaged in the event.
Another route to go to engage attendees is with technology. People are going to be active on their phones during an event anyway, so it may be wise of you to implement something like an event app. When choosing who to partner with for your app, make sure that attendee engagement is one of their core focuses. If you are going to use an app as a guide for the event, you might as well get your money’s worth by having it help in increasing event engagement!
If your event has sponsors, it is of the utmost importance to keep them happy. They may be the ones who are footing the bill for the entire experience! With that being said, find ways to keep them engaged with the attendees in a non-intrusive way. You may want to implement them into some of the giveaways, or the app so that they are directly involved with the attendee experience.
Sponsors want to see an ROI for the money they spend to be at an event, so make sure that they get it. This will help retain them as sponsors for years to come as well.
If you keep these 4 things in mind when planning your clients’ event, there is a good chance that it will be a success.
Best of all, that means you will not only be contracted to work with them for this single event, but you are well underway to a long-term partnership! And who knows, maybe some of the people in attendance have events that need planning too….
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