A look at what you need to do to ensure your event goes smoothly.
Planning an event for your company can help you to get the word out about your company and provide training and social excursions for any staff. To make sure that your event goes as planned, you need to keep track of the aspects of booking venues, selling tickets, and arranging other amenities such as food or entertainment.
On top of this, you may also need to carry out your usual duties at work, which can sometimes make the task seem overwhelming. This means that you will need to really make the most of your time, and ensure that your procedure is as efficient as possible.
Using a form of events planning software can help you cut down on the amount of work that goes into your event. By using one means of planning, inviting, and selling tickets, you can remove some of the extra steps that go into putting the event together, and ensure that all the information is stored on one account, as opposed to needing several different sources to make this happen. In addition to this, using one software, rather than numerous websites, can greatly help to reduce the costs associated with planning an event.
Liaising with others who are organising the event alongside you, as well as involved business owners, venue owners, and catering staff can help you make sure that everything is running smoothly. Some event software packages may allow you to communicate within their software, or at least keep you updated regarding any purchasing.
In addition to this, you will also need to keep communication open with any guests. This can help to notify them of their success in purchasing tickets, give directions to the venue, confirm any alterations to the initial schedule, and answer any queries they may have. The more information you are able to give at the point of purchase, the fewer calls and emails you may need to handle at a later date. Even so, there will still be those who wish to gain extra clarity or information. Parts of this communication may be possible within your package, especially if information is given on the sales page.
You may also wish to contact attendees yourself if they mark that they have a food allergy or intolerance. This can help you to gain as much information as possible, so you can ensure they have something suitable to eat, or that you do not order certain types of food in the case of potentially fatal allergies.
You may also wish to market your event even further by combining your event software with other mediums. Using a form of social media advertising, you can spread the word of your event, and even customise the ad so that it only shows to certain demographics who fit the criteria of that specific event, or your company as a whole. This can potentially help you to save money while marketing, as it means that you will not be paying extra for ads to be shown to irrelevant parties.
Making your workload easier without cutting corners may take some forethought on your part. If possible, you may also wish to share your workload with other colleagues, so that all tasks can be completed thoroughly within their deadline.