Event production can be a nightmare, especially if you are a small business, on a small budget and looking to put on a large event. Even for medium and large enterprises events can sap a lot of time, resources and money from the company. Proper planning will help ensure that not only will the event be a success but that the company does not suffer too much from a productivity loss or overspending on the project’s budget. Follow these pre-date planning tips to get it off on the right foot.
Things to do before you are sure what to do
As with any event production and planning, the first consideration is deciding on the target audience. From this decision almost all other planning decisions will fall into place. If the event is to succor interest from possible large potential clients, the venue and budget may differ from an internal event focusing on increasing morale, as will the content of the day’s activities, 活動策劃公司 as well. This will help keep the project team on task without over broadening the scope or its narrowing during the planning stages.
Design a preliminary action plan, outlining all the possible details including lighting, public transportation, content and even refreshments. Remembering all the small things will ensure a positive experience for your attendees, everything from parking to engaging content. All of it will be attributed to your company and brand. A list will make sure nothing is forgotten. Define a goal for the event which enables a clear purpose. This purpose could be morale boosting, revenue generating or pure entertainment, but it will also help guide the planning choices. When entering the actual scheduling phase, watch out for other industry events and be mindful of their dates as well. Allow also for some flexibility in timing, size of the event and location as in the early stages things can rapidly expand beyond the first intended scope. Lastly, know the limitations of yourself and your organization and stay with them.
Keeping to a Budget
One of the other most daunting tasks, whether in a small or large business, is developing a budget and funding events for the business. Most events are funded through a marketing budget, sponsorships or ticket sales, or any combination of the three. The first step in discerning a budget is estimating the numbers expected at the event and then extrapolating on those numbers. By creating an expense budget, you can realize where savings can be assumed through ‘in-kind’ sponsors that can provide some of the services needed in return for a sponsorship label on the event. Modern funding sources can even include new micro financing sites and popular crowd-funding platforms. By enabling as many cost saving devices and tapping into as many funding sources as possible the event can be assured of its funding sources, potential revenue and keeping to the budget originally intended.