organizing-event

Organizing event

The steps of organizing events may seem like a very cumbersome task. There are a lot of tasks, from planning the
event budget, determining the guest list and rentng the hall, to hospitality supplies and other interrelated
maters.
Whether organizing a small event or organizing a large conference, event planning is a huge task. Every event, no
mater how simple or complex, requires detailed planning and organization.

To ensure that any event is successfully organized, there are a number of steps that you must start thinking about early to make it better and as problem-free as possible, and this is what we oﬀer at Event Solutions,
through this artcle we will try to share with you part of our experience in event management.

What are the steps for organizing events?

1- the purpose of the event.
Why are you evaluatng this event? It may seem obvious, but focusing on the purpose of the event from the start
will help you achieve your vision. It is also essental to defne the audience you want to atract and start thinking
about the best ways to atract them through marketng and promoton.
If you’re thinking of a younger audience, you’ll likely fnd them on social media platorms like TikTok and Instagram
while more serious channels like Facebook and Twiter work beter with older audiences.

2- Determine the event budget
Are you holding this event to make a proft or just to cover costs? Will the tckets be free or paid? Will the
reservaton be made through the social media pages, or through designing a website or a special applicaton for the
event? How many atendees are expected? What will your needs be? How many members of the organizing team?
How much will all this cost?
Whatever you decide, the answers to these questons will help you focus on the fnances of your event.
3- Determine the date and place
Identfying these key details ahead of tme means you’ll be able to share them with potental speakers or guests,
creatng a more meaningful and valuable propositon.
Determine the most convenient tme for your event, then start reaching out to potental venues, think about what
you are asking for from the venue (locaton, accessibility, kitchen facilites, licenses if needed…etc).

4- Determine the event schedule
Now is the tme to think about the appropriate tming for each task, by crafing a schedule of events. Whether you
are arranging a conference with several panel discussions and workshops or a promotonal party,
Countng every minute of the event will help you focus on the reservatons and arrangements you need to make,
the number of paragraphs needed, and defne the tasks of sub-event management.
5- Talk to suppliers and speakers
Your next step to consider when defning the phases of event management is sourcing for suppliers. For example:
stylists, interior designers, food stylists, and others.
Much of the success of your event depends on your ability to fnd great people to work with. Now is the tme to
start securing your needs, don’t put oﬀ this task for the last tme!
6- Atractng sponsors for the event
Compile a list of ideal sponsors for the event, think carefully about what you want from them, and what you can
give in exchange for their support, whether that be branded merchandise or a word of sponsorship. It’s a
partnership, so come up with a mutually benefcial sponsorship proposal.
7- Health and safety measures plan
If you’re hostng your event in person, make sure you cover all eventualites by conductng a risk assessment, and
developing a health and safety plan to protect suppliers and atendees from potental problems.
In these tmes – and due to the Corona pandemic – restrictons may mean social distancing measures or strict
personal protecton requirements and tools, so keep them in mind.
For virtual events, consider sharing the event’s code of conduct with atendees in advance of the upcoming day.
8- Promoton
There is no one-size-fts-all marketng approach, so explore all promotonal optons available. The art of event
management depends to a large extent on your skills in promoton and public relatons management.
Campaigns and early shows are great ways to generate buzz.
You can also collaborate with sponsors when it comes to promotng, making acquisitons or giveaways on social
media. Creatng a unique Hashtag can be a great way to promote user-generated content.
9- Selling tckets
Next comes the task of selling tckets. Create diﬀerent types of access tckets at diﬀerent prices if possible. Create
an event page that’s as inspiring as it is informatve.
You can customize a special website for the event to make it more atractve. Consider refund optons, and monitor
sales to see how eﬀectve your marketng tactcs are.
10- Send a reminder
Set aside some tme in the days immediately leading up to the event; To confrm the event date with atendees, by
sending them an email with instructons on how to fnd the venue or how to log into the video hostng system
Don’t forget to reach out to suppliers to confrm appointments, and ask speakers if they have any special requests.
Having these types of conversatons in advance can save you valuable tme in the day.
11- Refer to the list of “small extras” for organizing the event
Take a few minutes before the scheduled day to look at the event schedule and think if there is anything you
missed.
For example: road signs, rubbish bin bags scatered around the site, an extra copy of the atendance list can save
you the embarrassment of the day, and backup copies of show content.
For virtual events, double-check your platorm setngs, such as which atendees or speakers can turn mics on or
oﬀ, for a more polished presentaton.
12- Measuring the success of the event
Jot down key metrics such as atendance numbers, revenue, leads, and survey responses. As they say: “What gets
measured, gets managed.”
By investng a small amount of tme afer each event, you can make those small adjustments to make the next
event even more successful and exceed your goals.

E-marketing and sponsorships:

Preparing the marketng plan, identfying its audience, and implementng it through:
1. social media (Facebook – Twiter – Instagram – Snapchat – YouTube)
2. Short Message Service (classifed databases)
3. Email (classifed databases)
4. Media campaigns (TV – radio – satellite channels – newspapers and magazines – roads and billboards)
5. Telemarketng
6. Direct meetngs and visits.

Planning and recording

1. Determine the target numbers
2. Programming for registraton and pre-paid links
3. Hardware supply
4. Self-service machines
5. Printers
6. Barcode readers
7. Audience walk breaks
8. Registraton team (programmers – operaton technicians – recepton team “men-women”)
8. Prints of cards and comments

Prints, Design and Gifs

1. Creaton of identty (logo – color environment – slogan words)
2. Publicatons design (identty – correspondence paper – internal notes – commitee and entry cards – booklets –
folders – envelopes – external and internal panels – background – stand roll up)
Gifs (pens – ﬂash drives – bags – shields – glasses – caps – T-shirts – watches – statonery – customized gifs ..)

Media and documentaton

1. Arranging and preparing press conferences
2. Publishing through (newspapers – channels – radio statons)
3. Preparing, processing and publishing news coverage
4. Writng newspaper columns
5. Monitoring and analysis of the publicaton
6. Documentaton (video – crane – photography – flm producton – promoton),

Each of these elements comes together in the master plan of your event. We at Event Solutons work with high
professionalism based on all previous steps to create a solid and implementable plan.

Do not hesitate to request our services by contactng us on the numbers provided.

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