How to Manage & Communicate your Event
The secret to a successful event is organization, from beginning to end. And today, technology is an excellent tool to help organize and plan an event.
What are the stages of an event?
- Post Event
In this initial phase the project of the event appears. Where all phases are determined and conceived. The goals are set, the target audience is determined, as well as the location, schedule, budget, resources, among others.
The following questions should be answered:
- What is the purpose of the event?
- When will it happen?
- Who will participate?
- Do we need partners in the organization?
- What kind of sponsors? How to attract them?
- How will the disclosure happen? Marketing plan?
- What will be the cost? is there competition?
- Other events on the same date?
- Transport to the venue?
- Providers? Who?
When all of these questions are answered, you can move on to the pre-event planning stage.
Now is the time to put into practice your strategy and planning.
Division of Tasks
In every event organization, there is a team behind, developing and creating different pieces of communication that are necessary for its dissemination.
It's up to you to choose the best way to track deliveries and deadlines, but nowadays many companies choose the method of an interactive checklist integrated with an event management system.
All communication must be made considering the budget available for its execution.
Therefore, it is essential that budget control be performed in a simple, agile and intuitive way, centralizing the data in one place, instead of several spreadsheets.
The communication and dissemination of your event should create interest and attract attendees. This step will ensure the success of your endeavor.
The visual identity is the beginning. You must determine the color and photos of disclosure. They should have the characteristic of your company, attract the public, let people get interested in the event.
In times where technology is present in people's daily lives, a strong and effective website is a great way to attract attendees and get your message across.
In the website enter all relevant information: date, time, map, link for registration, photos, speakers, agenda, sponsors, sell tickets and more.
The site is the central point of communication between the organization and the participants. There you can include email addresses, social networks (other effective communication methods today) and publicize the application.
To create a website for the promotion, the organizer must know clearly who your target audience is, and build it based on this ideal.
The right time to release the website depends on your communication strategy.
Direct communication and disclosure should also be done by sending e-mails to your guests and attendees.
The email can be used for different purposes, such as promotion of the event, confirmation of participation, to send relevant information, to obtain information about the person.
However, a shipping strategy must be agreed upon in the organization. Many emails can result in too much information, tiring the guest and resulting in low conversion exchange.
As life nowadays is one compromise after another, it is good to start the disclosure through this medium as early as possible, at least 3 months before the event date. Especially if your event has ticket sales. The sooner, the more people will have the opportunity to purchase a ticket. 'You can interleave with other means of dissemination, such as SMS, for example. But be careful not to saturate people with invitations.
Before sending, make sure that all items in your planning are confirmed and ready, avoiding changes in past information.
The application is a necessary tool not only for the disclosure, but mainly for the participation and interaction of the attendees.
In all media the application must be promoted, as not all people download this immediately. A strategy for promoting it must be created by the organization.
A good way to advertise is by sending e-mails, at least 3 emails sent, 15 days before, 7 days before and 3 days before the event.
When the attendee already has the application installed and is registered, they can receive push messages directly from the platform with information about the event, promotions, and more. Here are tips on how to ensure good conversion in application usage.
Now the day of the event has arrived. The most intense part where it reflects all the steps above.
Assembly should be planned in advance, anticipating delays.
Your accreditation method must be ready, waiting for your attendees. There are several systems these days, making it easier for the event organizer. You should choose the one that makes the most sense for the flow of your event.
Unforeseen events always happen, so good planning must be implemented.
If something happens that needs to be communicated, sending emails may not be as effective as some people will not see them during the event. Push messages are a great way to send information to your attendees.
Time to analyze and evaluate the results obtained, check if your goals have been achieved.
It is always good to get feedback from the attendees, through e-mails, App and analysis of social networks.