Things to know when organizing events

Event organization is one of the most effective "polishing" forms for a company's products, services and brands. Therefore, successful organization of a successful event will contribute significantly to the success of a media campaign. So how to organize a successful event?

Notes to know when organizing events

In fact, the event is just an excuse for businesses to communicate, meet and exchange with customers, partners and communication units. The main event is how two-way information exchange helps strengthen and expand business relationships. Therefore, we cannot be subjective but overlook the factors that influence the success of an event.

A successful event not only needs a perfect plan, a good place where small details such as sound, light, ... also have decisive effects on the overall success of the event.

Event organizers do not simply plan the program, contact the relevant units and also contact all customers, guests, prepare from the smallest details, ... to ensure Security can be customized in any situation when the event takes place.

1. Steps to organize the event

There are many different types of events, with each specific event having different roles and purposes in the general strategy of the business. Therefore, it also has different implementation procedures. However, regardless of the process, every event needs to be done through the following basic steps:

- Find out about the brand or brand of the event owner:

In this step, event makers must have basic information about the event they will perform, such as the reason for the event, the purpose of implementation, the time, the number of guests participating, the audience, .... from there determine the plan for each specific job.

- Forming ideas and topics for the event:

The main idea of ​​an event is considered the soul of the event so it is extremely important. And after having the Concept, the Theme of Event is the second important factor, if the Concept is considered as "Soul", the Theme is the "Appearance" of an event.

To get a good idea and theme for the event you need to have a certain understanding of the product characteristics, product messages, culture and consumer behavior and the media goals of event.

- Write a detailed plan for the event

After having the concept and Theme for the event you need to set up a detailed event plan based on the goals that the event is aimed at. Planning will help you know the tasks and timelines for each specific task during the course of the event.

- Presentation of event planning

After you have a plan in hand with the design and budget estimates for the event, the next thing you have to start is to meet the Owner to give a presentation about your plan. The purpose of this is to make the audience visualize what the process will be, how feasible it is, ...

- Organizing event deployment

In order to deploy a plan, you first need to have a human resource to do the work. Therefore, you need to mobilize your team to do it and sometimes you need to hire outsiders to help you do some part of the event.

As an Agency, you need to have a separate management process and have personnel assigned to take care of each part based on the plan and expertise of each person: Customer Service Department, Design Department, Ministry Division of Ideas, Production Department, Finance Department, External Communications Department, ...

- Review, summarize and report on events

A few days after the event is complete, you must complete and send the final report to the investor and have the final reviews and final settlement with the company.

In this step, you need to identify what you have done, not done, measure the effectiveness of the program like how many people attend, how customers respond, ...

Finalize the costs of organization and additional items, as well as calculate remuneration and reward penalties for employees throughout the program.

To summarize the advertising work, the media like how many banners have been hung, how many leaflets have been played, where to play, how many PR articles have been put on the newspaper ... Finally, the organizing team will hold a session. meeting to summarize, draw experience ...

The above are the 6 most basic steps to perform an event, but depending on the nature and purpose of each specific event, the steps may be more or less, moreover, there are many parts in each step. small. Therefore, in order to have a detailed look at the process of organizing the event, you can refer to the article "Standard event process"

2. Factors affecting event organization

Event organization is a service activity that is influenced by many factors. From a marketing point of view, it is possible to divide the factors that affect the event into two main groups: macro factors and micro factors.

Factors affecting events

Macro elements

Macro factors include factors or large social forces that impact the event organization such as:

+ Demographic environment includes population issues such as size, density, population distribution, age, gender, birth rate, death rate, ethnicity, occupation ...

+ The economic environment is reflected in the economic growth and regional structure, thereby creating the attractiveness of the market and the purchasing power of consumers.

+ Natural environmental factors such as weather, climate and environmental pollution affect producers' inputs and affect the process of organizing events.

+ Technological environment including influencing factors affecting new technology, product creation and new market opportunities affect the implementation of specific solutions of event organization.

+ The political environment is also one of the factors that strongly influence the decision of the investor and event organizer.

+ Cultural environment is considered as a system of traditional values ​​and unique behavioral standards with a specific group of people who are shared in a collective way including basic traditional cultural values, secondary cultural values ​​and cultural branches of a culture.

Micro elements

The group of micro factors includes elements closely related to event organizers and a specific event, which directly affects the process of organizing an event. These micro factors include:

+ Factors inside the enterprise organizing events such as human resources, facilities, event organizing experience, relationships of the enterprise, ...

+ Additional service providers that organize events are businesses and individuals that ensure the necessary elements for the organization to implement the events.

+ The customer is the object that the event-oriented business aims to serve to bring revenue to the event organizer.

+ Competitors

+ Government and residents are limited to a certain geographical area affected during the event.

In addition to the above factors, the event organization is also influenced by many other factors without suffering the article we cannot statistically detail.

3. Notes when organizing events

Event whether big or small, it still impresses the target customers of the business. The problem lies in that, without careful preparation, you may fail miserably in your campaign because of a small negligence.

- Prepare the venue carefully: Avoiding the event that there are only a few days left for the event to take place, the venue will be rented out by others or the capacity of the venue does not meet the number guests attend events, ...

- MC related issues: MC is an intermediary to convey the message that businesses want to transmit to the guests. Therefore, the host issues at the event you must pay special attention to!

- Issues related to sound system, lighting, air conditioning, ... are also issues you must pay attention to before the event. There is no guarantee that everything will be smooth if you do not run the test.

- The coordination between the program components: This is probably the most important factor affecting the global outcome of the event. How will the singer come on stage for 5 minutes without the sound being turned on?

You cannot anticipate possible incidents during the event, so in order for the event to be successful it is best to carefully prepare the parts and have contingency plans for every event. not follow the script.

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