Key
phases of event organization and management
- Definition of the objective: Being clear about what we want to achieve with the event, to whom it is aimed, what benefits we hope it will generate for us is essential to be able to define what the event will be like, make decisions and know how many resources we are going to allocate. Once the event has been held, the clear definition of objectives will allow us to take stock to see if we have managed to meet them.
- Planning: This is the
key aspect since for an event organization organization and planning is
essential. The better we have it organized and do not leave any loose
ends, the more guarantees we have that the event will go as we have
defined it. Unforeseen events can always occur, especially since there are
many people and suppliers that intervene, but if we have all the details
organized, we will greatly minimize last-minute errors and incidents. The
key is to anticipate, organize and foresee any unforeseen event.
Once the date of the event is defined, it is critical to define all the phases of the organization, weigh its importance and do a retro-timmingIn other words, planning backwards to see how much time we can dedicate to each phase. We will have to play in each of them to ensure that the day of the event everything will be ready. It is also necessary to calculate a certain safety margin in each of the phases to be able to face unforeseen events. - Budget: Depending on the type of organization, the budget phase
will be carried out together with the definition of objectives or at a
later phase. But in any case this is also a key point. It is necessary to
make a list of all the expenses that the event will entail and to be clear
about how it will be financed. In case of having sponsors, we will have to
contact them and involve them in the project. Once the organization and
execution of the project starts, you have to monitor and control any
deviation to ensure that it is being carried out in accordance with the assigned and agreed budget.
- Organization: In the same
way that organization is key, organization is also a fundamental piece. A
list with all the actions that must be carried out and a schedule must be
drawn up to ensure that all deadlines are met. On the other hand, it is
also important to define the people responsible for each of the actions.
- Follow-up and coordination: Carrying out good control and supervision is what will help us to carry out the actions as defined, within the correct deadlines and will allow us to correct any deviation in time. It is important that everyone involved in the event is fully aware of the action plan and timeline. For this,
it is very important to carry out a prior phase of training, coordination and motivation of all members. It must be borne in mind that events are one of the maximum exponents of teamwork and in these cases motivation, the feeling of belonging to the group and the connection with the common objective are essential.
Types of events
:-
Depending
on the objective and the nature of the organization behind the event, we can
define various types of events. One of the areas with the most types of
events is Commercial and Marketing. In these cases, the aim is
to generate brand recognition, publicize the company's products and services
and establish a closer relationship with its customers.
In this area, we can define events aimed at training through the holding of courses and
seminars. Other formulas that companies use are exhibitions and fairs so
that customers can see and test products as well as have direct contact with
the sales force.
The
presentations or product launches in which the novelties are presented, usually
in scoop, also stand out. These are acts aimed at a specific audience,
high-value customers for the company who want to care for and keep
informed. In this sense, events can also be held in the form of trips or
incentives to reward the contribution of customers to the company.
Comments
Post a Comment