Successful events need the contribution of a professional team with a professional working process. It may be quite a difficult period for the business to organize an event in Ho Chi Minh City now, however, let’s consider it as a step backward to look closely at how our event process is. The way to give the opportunity to get success and professional events. Here, Bliss shares with you the steps to get successful event planning.
For your reference: Event decoration in Saigon
Refer through the 9 steps to a successful event
Depending on the nature and purpose of each event, the organizer will balance and reconsider the following steps to suit the requirements of time, budget, and personnel.
#1. Defining event goals and themes
Any event must have a goal to make the criteria for measuring success and budgets. There is nothing easy than having a clear goal ahead. When you have a goal to look forward to, you won't get lost in countless other jobs.
So what's your next event goal? Re-attract the number of customers after covid 19?
Offering new products? Customer gratitude? Or opening or inaugurating a new project? and more.
The reason for the event easily makes the planning and control of the event implementation and determine the right direction. Moreover, it helps guests have a compelling reason to come.
Once you have your goal, let’s come up with a catchy name for this event, which will facilitate the development of a media plan for the event.
#2. Creating a team to participate in organizing the event
Human resources are the second most important criterion in organizing an event. The bigger the event, the more staffing, and the more troublesome staff allocation is. Therefore, the coordination and harmony of the staff play an important role in creating the success of the event.
That is why many businesses prefer to hire event planners like Bliss rather than
form their own team. Bliss has a professional team, has been working together for many years so their coordination is very good. They will finish the work smoothly according to the reasonable arrangement, ensuring execution on time and within the specified budget.
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#3. Define time, place, and attend
Usually, a reservation location is available for recurring events every year but if it's a new event you'll need to complete this step.
Before surveying the venue, please know information such as appointments with customers, VIP or speakers, the law and religion of the venue, and the appropriate time for the event.
When you have these things, you can zoning out the exact venue to meet the
needs of many parties.
#4. Master planning synthesizes
All information and a master plan to determine what to do and prepare for the event. This is an important and quite arduous stage but when it is done, you will feel more relieved that you already know what to do.
The main information in the plan includes:
Location, logistics, and service management such as contracts, licenses, insurance, etc.
Speakers and/or guests
Activities/entertainment in Event
Media Online and offline channel events
Attendee entries (online registration panel, schedule, and payment method, how to track event information; and more)
Sponsor/Partner
Human Resource Management
#5. Plan management and adjustment
It's not just planning to be done because in the process you need to flexibly adjust to reach the final event goal. It takes measures to evaluate and test the effectiveness, then compares the results achieved with the initial expectation and implementation progress to make the necessary adjustments.
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#6. Contact Media Sponsors
If your organization has or needs to call for sponsorship or partner with another entity to host the event, please contact and work closely with them first. There are many ways to cooperate such as media cooperation, flower sponsorship, gifts, dinner sponsorship, and more.
#7. Communication of events
This is an important step to call the response and participation of guests. The guest audience plays a key role in communication campaigns like this. Let’s think about how to reach your customers and get their attraction? Who are they and what are their habits like? How to reach them through offline or online media campaigns?
#8. Budgeting
We should really set a budget for all items to ensure your costs do not exceed the damaging budget and reduce the effectiveness of this event.
#9. Evaluate event success
Measure the success of the event for a better basis for next event revision and completion. Errors in the event cannot be avoided but it is important that we learn something later. Must improve and be more successful next time! Contact Bliss if you need a professional event planner!