Events take a whole lot of time, focus, effort and hard work to create. It takes time and dedication to get from that first idea to the day of – and it takes a persistent type of person to be able to do it at all!
If you think you have what it takes to arrange an event then fear not! For we have the ultimate in how-to guides for you, right here!
Step 1 – Creating your event!
This is the first step in making your idea into a reality. Pick a date and book your premises. It may be an event in a field, it may be in a pub – the emphasis is the same! Book your premises and examine all of the conditions of hire to be assured that your event will not be forced into cancellation due to legal issues, numbers or licensing laws further down the line.
Step 2 – Examine your credentials!
This isn’t about finding out what gives you the right to hold the event – it’s about finding out what you have to offer. Examine all your documentation and make sure you completely understand your obligations to both your landlords and peers, then carefully plan out your itinerary for the event. You want to announce the event and have your itinerary ready at the same time. This way you won’t be inundated with people demanding more information before you can sell any tickets.
Step 3 – Get it online!
Set up a webpage specifically devoted to everything anybody could ever possibly want to know about your event. It doesn’t have to be a paid site, it can be a free one. One of the most popular platforms is EventBrite which allows you to list and sell tickets. This way you can direct potential customers to it while simultaneously avoiding answering too many questions. It will also put your event into google rankings, meaning it can be found online if people search for it.
Step 4 – Hit Social Media!
You will want to advertise in as many ways as possible – but your first stop should be on all the social media platforms. You will find you can create events on most sites and even invite people you know to come along like here on LinkedIn. This has a double benefit of free advertising while giving you an idea of the numbers you can expect that day. Make sure that you plan regular posts, introducing the various speakers and what visitors can expect on the big day!
Step 5 – Go old school!
Get your art supplies from the bottom of the cupboard and draw up some flyers and posters advertising your event. Using a consistent design and brand for the artwork will be important, so maybe turn to your digital marketing or creative agency for support in producing posters!
Go to local shops, venues and premises and ask them to display your posters, or hire someone to hand out flyers. You might also consider a leaflet drop in your targeted neighborhoods in order to create more of a local interest in your event. You can even go as far as to seek sponsorship from local companies whose products are relevant to your event.
Step 6 – Get Organised!
In the run up to your event do not rest on your laurels, seek to constantly be bigger and better. Make sure you have backup entertainment should something go wrong and be as organised as you possibly can be. You will find that the event itself is organised chaos upon which you have only loose control. This is a normal feeling and if you can make it to the end of the day without anything major going wrong then you may consider your event a success!
Step 7 – On the Day!
On the day it is highly likely that things will go wrong, in spite of your best laid plans. This is normal and you should try not to get stressed out by the goings on around you. Take a few minutes here and there to make sure you are fed and watered, also that you are taking regular breaks.
Encourage people to take photo’s and videos and wherever possible try to obtain some professional style ones of your own – if you can afford it. You want the photographer to portray your event in the best possible light; so treating him/her to free tickets and inviting him/her to the after party is always a good idea.
Step 8 – Don’t forget the Press!
Whether you can get the national newspapers to cover you or whether it is simply the local rag – always, always, ALWAYS invite the press! They may be your best friend and they may be your worst enemy, but they say all PR is good PR for a reason. Getting the press to your event will glamorise it to no end and leave you with some credibility for any future planning.
Step 9 – Round up the Bloggers!
Bloggers and Vloggers are always on the lookout for inspiration to write about…most of them will do so gladly for a free ticket. Invite them along and don’t worry about their lack of morality… at least you will get some well written advertising all across the internet out of it.
Step 10 – Reviews, reviews, reviews!
Encourage any and all who attended to leave a review on your website, on Google Review or on Trip Advisor. All of these sites are ones that consumers regularly check reviews on before they would even consider attending. Make an impression from the very first time you host by actively seeking reviews. You can even make it a prize and offer a free Alexa or similar giveaway for everyone who gives you a five star rating and can prove it!
Thus concludes our foray into the world of events promotion. We hope you have found our articles interesting and helpful and also that you return to us should you wish to learn more. For now; go out there, host a killer event and knock em’ all dead!
Just don’t forget the follow-up and make sure you prompt those journalists once in a while to stop them forgetting about you!
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