Five Tips For a Successful Event Season

This spring was my first taste of event planning. This introduction to a vital part of public relations showed me how successful events can boost a client’s reputation while serving as a powerful networking tool. Bringing together attendees from diverse backgrounds allows for a blending of ideas and interests that can lead to healthy business relationships down the road.
The best events come with a fun and light feel that encourage conversations about the organization holding the event and how they are connected. This is a great way to build up client reputations from all the word-of-mouth advertising attendees will create after an enjoyable event.
Here are five tips and tricks I’ve learned to survive any event.

1. Finalize the Details Early

Any event is bound to have some last minute changes but checking off the major details in advance will alleviate any major headaches. Getting clients to agree upon finer details can be tricky since there is always the potential for one picky person who wants to stray from the plans.

This is an opportunity to help refocus everyone involved by reminding them about the agreed upon logistics and the impending timeline. Each aspect of an event should be purposeful in helping the client achieve their goals. Nudging them in the right direction can be a real time-saver.

Photo Courtesy of InSync Photography + Design

2. Plan Out Day-Of Social Media

With the main event planners hustling to make sure the event goes off without a hitch, have a separate person handle social media coverage the day-of. This will allow for more thorough posting while giving each channel a boost in traffic during the event.
Day-of posting gives those who are not able to attend a glimpse into the action. This is more relaxed than the previous direct promotion used to fill seats. Showing attendees having a good time and featuring speakers or award winners are all the types of posts that do well on any platform.

3. Take More Pictures Than You Need

Having pictures and other footage from events is sometimes easier said than done. In the midst of running the event and listening to speakers, taking extra pictures is something that’s important. This footage can be used on social media for “Throwback Thursdays” or in the promotion of the next year’s event.

Photo Courtesy of InSync Photography + Design

4. Have a Fun Element

Aside from the main purpose of an event, attendees look forward to the mid-day break from work to relax and network. Having fun elements like a photo booth, dessert bar or donut wall adds a little twist that is a departure from the classic luncheon or dinner. Attendees will remember these extra little details when reminiscing about the event.

5. Leverage the Expertise of a Pro

Whether it’s your first or 15th event, there’s always someone who knows more than you. Leaning on others is the best way to learn how to make your event even more successful. Barefoot’s Kathryn Goggin comes from an event planning background at the Denver Metro Chamber of Commerce, and she’s been an invaluable resource when looking where to start when planning an event.
“The key to a smooth event is planning,” Goggin said. “At the Chamber, we planned our events months in advance, allowing plenty of time to troubleshoot any issues.”
So whether you’re starting from square one or simply looking to add an extra element to your event planning, these tips are a good starting point for anyone with a lot on their plate.

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