Commtech manages a large number of events each year in the UK and Ireland. With all the different marketing campaigns Commtech creates and coordinates it is very important that we have a structure and methodology to ensure that every event is delivered to the highest standards. Below is a list of signposts we use to guide the team:
- Write Down your Goals for the Event
Before we head out to a meet with a partner or host our own events, we set out clear objectives so we have a list of actions in place before we attend a kick-off meeting. We take time to think through the main objectives for an event.
- Reach Out in Advance
We don’t wait for the event to start connecting with an audience. We will research the people we want to attend, and send them a personal email to let them know that we have an upcoming event, and that we are interested in them attending.
- Develop a Budget
This will provide us with a financial “blueprint” for the event. The budget should be specific, and include revenue opportunities as well as expenses such as printing, microphones, speakers, food, supplies and giveaways. We maintain effective records, keeping track of all income and expenses. Also, expect the unexpected! Extra expenses will come up — so plan ahead!
- Schedule Facilities
The location and site of an event is critical for success. Selecting a site is more than just finding out what rooms are available. There are many factors to consider, including room capacity, whether we are having an in/outdoor event, if there are special needs for ramps/elevators, if we need a podium, stage or special equipment, and how many tables and chairs will be necessary for guests. We also look to utilise interesting venues, many attendees are bored of the same old conference centres and hotels.
- Have a Follow-Up Plan
If one of the goals of hosting our event is to attract new customers, we put in a plan for that. The plan includes how we will follow up with attendees.
- Document the Event
Take pictures and videos at the event. Aside from giving out content and promotional materials for the future, doing so give us the opportunity to take a closer look at how things went. Review the photos and video footage after the function and keep an eye out for things that went right and components that can be improved.
- Evaluate the Event
One of the most ignored, yet important, elements of project planning is evaluation. If you want to determine how successful an event is, you need to collect feedback from participants. We create an evaluation form to hand out (and, if possible, collect) at the end of the event. To encourage participation, our evaluation form is anonymous and short.