As an event organizers, no matter how you prepare your event, things can happen outside of your plan. Yes, sometimes, things happen in the way that will disappoint you very much. Not all events are successful. Some events may become a big failure depending on various aspects.
For an event organizers, it is always important for them to ensure that their event will go as they intend it to be. That’s why planning is important here. Planning and preparing for your event are the things that you need to do really well. Otherwise, you will not be prepared when something bad happens in your event.
When a big failure happens in your event, your event organizer brand will likely to take the reputation damage as well. It will also influence people’s decision to attend your event again the next time you hold another event. People will remember this big failure, and if you cannot recover your brand image, it will be really bad for your business.
It is the reason preparation is the most important thing to do, since you can prevent a big failure before it happens.
Here are 7 super important tips for event organizers to avoid a big failure in your event:
1. Make Sure That Your Team Knows What They Need To Do as Event Organizers
During the event, teamwork as event organizers is very important, since it is the team that will help to make your event a success. Thus, it is very important for you to tell the team about what they need to do during the event, and it is crucial that they remember about their roles. You want them to be able to do their job properly during the event, and also to do their job quickly.
So, to avoid any problems later, you have to hold several meetings with your team regarding their roles during the event. You have to remind them over and over again about what they are supposed to do, and what you expect from them. Your team needs to be solid, and they have to work together to make your event a success.
2. Prepare Every Little Thing For The Event
You need to prepare your event as detailed as possible, including every little thing that you need for your event. You don’t want to miss something later that can somehow affect how the event should go. For instance, preparing some spare microphones for your event is important, since if you don’t do it, it will take a lot of time to find a replacement for your microphones when they are not working during the event.
It might be simple, and you might think that all the equipment work very well, but if things happen during the event, and you don’t have something to replace your equipment, then it can turn your event into a disaster for your business.
3. Test Your Event Equipment Many Times
Aside from preparing the spare equipment for your event, you have to make sure that all your event equipment will work properly. Your goal is to ensure that nothing is going wrong with the equipment that you have, and if possible, you don’t need to use any spare equipment at all.
That’s why you have to test your equipment many times during the event. You need to have some professional experts check the sound system for the equipment, since you want everything to work smoothly during the event, without any problem at all.
4. Treat Your Event Performers Well
Your event performers are the lifeblood of your event. These are the ones who attract people to come to your event. So, you want to treat your event performers properly and make sure that they feel comfortable participating in your event.
You need to listen to what they need, and provide what they need as quickly as possible. Don’t make any problem with your event performers, and make sure that you respect them as well. If they come from another city or another country, then you should treat them as a good host, and provide them with the best service possible.
5. Take Care Of Your Event Attendees
Your event attendees are also important for the success of your event. These people decide to come to your event hoping that they will get some value from their investment. So, it is only normal that you take care of your event attendees as best as possible.
You should provide your event attendees an easy and smooth way to access your event area. Make sure that your team can greet them well, and thank them for attending your event. This small act of hospitality can help you to gain their respect and trust, which will encourage them to come to your event again later.
6. Have A Partnership With Some Media
Make sure that your event has as much media coverage as possible. Thus, you need to at least invite some media to cover about your event. For these media people, you should grant them access to your event using the special invitation, which allows them to enter your event for free.
The more coverage that you have in the media, the better it is for your event. Focus on inviting local media outlets, such as radio, television, newspaper, and magazine. Depending on the size of your event, you can determine how many people to invite from the media.
7. Train Your Performers A Few Days Before The Event
Practice makes perfect, and your performers need to practice a few days before the event in order to give their best performance at the event. This is important, because there are still some event organizers that neglect the importance of training or rehearsal for their event. As a result, their performers don’t perform as well as they should.
You need to remember to ask your performers to train their performance at the event venue a few days before the event, so that you know what they are going to do, and how they will perform. In this way, you can be sure that they will perform well during the event, which will then make the attendees feel satisfied for attending your event.