In recent years, event organization is one of the “hot” industries that receive a lot of attention from the community. However, to have a successful event is not easy, let’s learn about a complete event building process in the article below.
1. Pre-event phase
Before we begin any event, we must first thoroughly understand the event’s essential information.
First, research the information, collect relevant data
This is the most significant step because it helps to outline the complete event that we are about to organize. As a result, businesses should put effort into this step to ensure that all behind-the-scenes actions go as planned.
Accordingly, we need to determine the following information at this step:
- What is the event’s type?
- What is the event’s major theme?
- What is the purpose of this event?
- How many people are expected to attend the event?
- Where is the event venue?
- What is the expected budget?
The more thorough, clear, and logical the data at this stage, the more comfortable and easier the following operations will be. In particular, we must emphasize the message as well as the difference between the event we are organizing and other events of the same genre.
For example, in the upcoming Da Lat Music Night Run event in June, the genre is defined as a sports event, aimed at professional, semi-professional athletes, and marathon lovers across the country. The event is held with the goal of spreading the movement spirit of the people while also encouraging tourism and the surrounding economy. The obvious difference that we can see in this marathon event is the music, with the new combination of a sports and music that makes you’re in a totally different Da Lat.
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Second, determine the event theme
After acquiring the necessary information, we must organize it and decide on the event’s theme. In particular, the theme must make an impression on guests because a boring event not only makes it difficult to attract people, but it also harms the company’s reputation. Therefore, coming up with the right topic is extremely important.
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Third, plan for the event
We need to accomplish two things in this step: scripting the program and assigning personnel. Event scripting assists us in predicting what will occur throughout the event. And it is important to answer the question, “What is the appropriate order to organize?” If the beginning is too boring, the audience will not want to stay, and if the finish is too insipid, the audience will forget the objective of the event. Not only that, the script must have details of the work to be done in each specific time frame.
After receiving the whole script, we should always split the job clearly by task. It includes different groups such as design team, technical team, communication team, financial team, administrative team, … and to ensure quality, there should be a clear division table, requiring everyone must complete fully, seriously. At the same time, the event manager must continuously evaluate the implementation status in order to push and remind members throughout the working process.
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Fourth, pre-event communication
To attract more people to the event, it is necessary to have effective marketing strategies to attract attendees. We should develop fanpages on social networking sites and upload event-related information on a regular basis so that attendees and guests can grasp it.
In addition, we should run advertising campaigns, or organize mini games to increase interaction with people.
ở đây em có thể cho thêm một số lưu ý hoặc gợi ý khi chạy chiến dịch mar, ví dụ hình ảnh, content phải phù hợp với target audience,…
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2. Event phase
At this stage, we will carry out the work that was arranged and prepared in the first stage.
Implement the plan
We need to carry out the tasks separated into groups based on the created plan. For example, when the stage idea is related to which group, the stakeholders will discuss and agree on how to do it according to the given timeline. To adequately monitor and evaluate performance, always define deadlines and results.
Furthermore, even being late for a little step might impact the timing of other stages, so we must pay close attention to meet the deadline and prevent any unforeseen risks.
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Event staging
Before the day of the event, the preparation and staging of the event must be carefully prepared since this stage has an influence on the quality and success of the event. Staging frequently necessitates a significant amount of time and effort to guarantee that the performance runs well and without faults. For the best set-up, we should carefully check the organizational premises, rooms, emergency exits, power and water supply, security level, …
In the stage side area, it is extremely important to set-up and test each performance, check the sound, light and other objective factors. For the backstage area, it is important to monitor and check the wings on both sides, the standby room, the artist room, and so on. Always keep this space nice, clean, and accessible for preparatory work.
In addition, events with a high number of devices are more susceptible to dangers, thus gadgets must be thoroughly inspected and reviewed before being included in the event. To reduce the risk, it is important to develop additional backup plans and properly inspect electrical lines to ensure the safety of guests. For equipment, it is recommended to choose high-quality, standard equipment to improve event quality and reduce unexpected problems.
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Executing the program
Carry out the program implementation according to the script made carefully, in detail and as closely as possible.
- Welcomes guests
- Opens the show
- Activities in the event
- Catering
- Finishing the program
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3. Post-event period
Communication after the event
Before the event, communication is used to entice audience participation and attendees, and following the event, communication is used to retain them for future events. Some activities that must be completed include media and press reporting, event photography, thanking participants for their attendance, and customer care.
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Evaluate, learn from experience
After the event, all production staff should have a meeting to re-evaluate the event’s strengths and weaknesses. From that experience, continue to promote the good points and improve the limitations so that the organization for the next events is carried out to the fullest.
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With the above information, Ben Thanh Media – Event hopes to provide you with information to build the most successful event.
