A Foolproof Guide to Planning an Awesome Event (Part 3 of 3)
June 11, 2018
Part 3: Execution and Reflection
Now that you’re basically an expert in all things planning, the next and final steps are crucial to success. Execution on the day of your event is key to finding seeing if all your meticulous planning has paid off – which we’re sure it has. This final blog has out last tips on following through with your event and what we recommend when reflecting after it’s all over.
A good event will make people want to come back year after year. Solid execution is the spark to ignite interest among the community, and it will keep people coming back for more.
Make every person feel special. Each person who comes to your event, whether they paid for a ticket or it was a free event, should feel welcome. Your primary audience should be a huge factor into every decision you make, from the venue to small details like the fold of the napkin. Each person will have a different experience, but the goal is to make sure they all have enjoyable experiences.
Contests and Giveaways. Approach sponsors and ask for a few large giveaway items, and advertise those items as prizes. Ideas for large giveaway items can be anything from cash to a car to a week-long vacation! Giveaways are a win-win; your event gets publicized for giving away awesome things, and the sponsor is able to draw in business and make an ROI on their sponsorship of a big-ticket item.
On the day of the event, create suspense before announcing the winner of the big giveaway item. Instead of simply picking a name out of a hat, pick ten names as the finalists for the prize. Then have the DJ or band play a few songs to build up the suspense. Bring out the finalists and put them on stage to draw attention to them and make them feel special. During that time, draw the top five finalists and, again, wait for a few songs. This suspense will make people want to stay and see who wins. Maybe bring the top five back in, and create a twist! Start a live video on Facebook or Instagram and get the MC for the night to egg on the final five and see if anyone wants to sell their position on stage to anyone in the crowd or online. Also see if any of the top five will buy out other finalists positions, giving them a greater chance of winning the final prize. Once the final winner of the giveaway is announced, see if they want to see their prize, or if anyone wants to offer a price for it. This excitement will draw guests in every year for the chance to win the coveted grand prize.
End of the day. After the madness ends, take time and “brain dump” everything you observed from the event – good, bad, and ugly. These are the immediate reactions to your event which you can learn from when planning next year’s event. Also, get the photos and download them immediately to social media while tagging as many people as you can. Also share the live video on Facebook again so those online can see how much fun the attendees had during the giveaway. Attendees will appreciate the photos and video from the night and their friends will have a fear of missing out (FOMO) for next year’s event. Finally, get the perspectives from everyone who worked the event, from the MC to the bartenders. Find out if they had a good time or experienced any problems. Their perspectives are important because they can give you the inside scoop. Really take what they say into account when thinking about the event next year.
The perfect event will never just happen at the snap of your fingers. Timeless and memorable events require the brainstorming of unique ideas, planning the budget down to the last cent, flawless day-of execution, and reflection so next year’s event will be even better.
One last piece of advice: no step of this plan will be perfect. Keep organized, have fun, and stay on your toes, and your event is sure to be a hit.