Estás planeando un evento. ¿Qué es lo más importante a tener en cuenta?

A clearly defined objective will help your team develop a game plan and keep everyone on track through planning, execution, and post event procedures.

One of the most valuable items include being clear on the event and the experience you want the attendees to walk away with. As you are planning the event having a detailed timeline and execution plan and a confirmed budget.

Working back to the business objective for the event (awareness/lead generation/education) by first considering the value and experience you can offer the audience you are attracting (experience/relationships/learning). If you build it, they will come.

The most important thing to consider when planning an event is understanding the purpose and objectives of the event. This includes determining the target audience, defining clear goals, and ensuring that all aspects of the event, from venue selection to programming and logistics, align with those objectives. Without a clear understanding of why the event is being held and what it aims to achieve, it's challenging to make informed decisions and create a successful experience for attendees.

A good team is essential for the success of any type of event. This kind of team brings good and different ideas, collaboration, eficcient task delegation (each team member is specialized in a specific field), communication, support. In every event no matter how well planned, some challenges and issues will arise. A good team will be able to come together to problem solving and finding solutions quickly and effectively. Defining clear goals, objetives and deadlines is a must.

Understanding the events goals and objectives, and the target audience’s interests, needs, and expectations, will guide the decision-making process for the event’s format and theme. Based on the chosen format and theme, relevant, creative and engaging content can be created and would ensure that the event design aligns with the theme and that all logistics are planned in accordance with the chosen format. Post-event feedback and event metrics should be utilized to identify areas of improvement to continuously enhance event experiences.

Algumas temáticas sugerem formatos mais ou menos intimistas, sensoriais, tecnológicos, analógicos etc. Observe as limitações e as possibilidades. O formato do evento também se reflete na ambiência desejada. Podendo ser mais ou menos formal, seguir um cerimonial, um protocolo ou apenas uma programação mais simples, ordenando os acontecimentos. O tempo de duração, a amplitude (tamanho físico, baseado no número de participantes ou abrangência, caso seja também ou apenas virtual). O tema do evento é a principal conexão dele com o público-alvo. Desenvolva um tema bem definido, com briefing para a criação de design e de conteúdos para as campanhas, bem como para os que apresentarão ou falarão em nome do evento.

The format of your event will be defined by the objective to be achieved. A fundraiser, a staff party, a wedding, will be different. If your event is international this will also have a significant impact to take into account

The format of your event. It's not the same a press release than a music festival or a charity event. You have to know what kind of event will be to determine your objectives

Fazer eventos destinado a públicos reduzidos e com alto valor agregado tendem ser uma solução para iniciantes. Empresas de diversos segmentos buscam parceiros para criar treinamentos, palestras, network e diversos outros eventos para expansão de marca e capacitação, o que diminui o risco do produtor e aumenta a visibilidade.

It’s all about collaboration and clear communication. 1. Understand the client’s vision and expectation- know your audience. 2. Collaborate with your partners and departments 3. Send clear communication and delegate responsibilities 4. Revisit with departments and make adjustments as necessary- stay flexible

Don't underestimate the resources available through the CVB in your city/destination! An event planner or a DMC is a great addition to your team, but your CVB has contacts for pretty much anything you may need, and they often offer their services for free! Keep in mind, they aren't planners, but they can help you make valuable connections and source venues and service providers that you may not think of. They can also help you with achieving the goals you have set for your program, like DEI, Accessibility, Sustainability, and Legacy components.

Mais uma vez, a natureza do evento vai "ditar" uma série de necessidades e conveniências. A partir do que se pretende no evento, você precisará de equipes distintas que trabalhem em consonância, como foco no objetivo comum. Isso envolve desde a equipe de criação do conceito até a última equipe de execução. Para tanto, criar subdivisões na equipe com seus respectivos reponsáveis, irá trazer uma cadência simultânea à execução das tarefas. Será necessário pontuar quais as mãos-de-obra necessárias para a execução e fazer um levantamento desses profissionais, para posterior definição das contratações.

The key to a great event is discussion. Leaving part of a team out of the plans would be detrimental. Like a jigsaw, all the pieces play a very important part in the whole event.

The team should not be chosen at the azar. You must recruit trained people who can demonstrate initiative to meet the needs of unforeseen situations. Surrounded by expert partners who can support you and provide you with assistance if needed

When it comes to planning a corporate event, the importance of a well-structured budget cannot be overstated. The main 3 step toUnderstanding Budget Allocation are( **1. Venue and Accommodation:** Typically, the most significant portion of your budget will be allocated to the venue and accommodations. **2. Food and Beverage:** A close second is the budget for food and beverage. Culinary experiences are at the heart of every event **3. Transportation and Logistics:** Especially in a destination setting, the logistics of moving attendees from one point to another can consume a significant part of your budget.

Ter clareza sobre o budget disponível para o desenvolvimento de um evento, é crucial para a execução de um evento adequado aos objetivos. Hoje temos no mercado recursos capazes de atender diversos desafios com custos totalmente distintos e um bom gerenciamento de projetos é capaz de aliar verba disponível aos resultados esperados.

I love the budget aspect, this is the most important item when planning an event. I also love to have some “wow” factor! It can be as simple as music or entertainment, but experiences matter. A few favorites are: A special cocktail, hot chocolate bar or a frozen drink maker. I work at a ranch so I love a hat bar, custom personalized cowboy hats. The client can pay or it’s a gift they will cherish. A culinary experience that becomes part of dinner. We did a “Guac Off” tonight with 3 teams making guacamole before a Mexican buffet. We had trivia and secret ingredients that were won to enhance the experience. They had a blast! Guest love to be part of the event. Remember the last time you did a scavenger hunt!

Second consideration would be goals and objectives. A successful event cannot be executed without proper financial planning and thereafter time management.

Não precisa ter dinheiro para começar um evento, deve saber como conseguir. Você deve sempre procurar parceiros e patrocinadores para fazer um evento. Se seu evento não tem valor para empresas, não é um bom evento. Faça um bom planejamento, um bom material de divulgação para possíveis patrocinadores e apresente para eles, chamo de fase de validação do evento. Com o dinheiro arrecadado das empresas, faz o start do evento. 80% do custo de qualquer evento corporativo deve ser capitado antes do start, para shows, festas o porcentual cai para 60%, mas só assim para validar um evento.

We are prolific in promotion and marketing. Coming from an advertising and marketing background for many years, I know how important it is to get the message out there. We use local papers, local radio when possible and promote our website on many platforms. I prefer going out to see clients and the venues, seeing exactly what the layout is, can guests see all the interactions and ensuring the sound system is good so nothing is missed.

O marketing é fundamental em todas as etapas da organização do projeto, pois planeará com maior precisão os resultados a serem atingidos, tanto financeiros, quanto mercadológicos.

always call on professionals. The right people in the right places. communication is a profession, we cannot improvise as a communications agent. marketing is an art

As peças de Mkt são ponto de partida. Você precisa para atingir seus parceiros, após para promover seus parceiros e evento e o pós evento para promover seu nome. Evento e Mkt sempre andam juntos.

It is crucial to identify the target market where we intend to execute this plan. Understanding the market demand will help us determine the type of event people are genuinely interested in attending. In terms of execution, transforming ideas into reality onsite requires having the right team in place and reliable suppliers on board to ensure successful implementation.

The only thing thing you need to consider before you start to plan is what your expectations are If you look at who your audience is where you are situated The next thing is to look at who has a business in the area that would benefit from your audience Once you have established this you then contact them and ask them to consider the benefits of your event on their business You then suggest a mutual benefit for both parties if you combine resources. In return for mutual support, you are giving opportunity for future events, thus creating a network of support and free advertising building good relationships within your area is key to success

Coletar feedback dos participantes após o evento é fundamental para entender o que funcionou bem e identificar áreas de melhoria. Isso permite que os organizadores do evento ajustem e melhorem a experiência para eventos futuros.

Determine your target audience and pinpoint what experience and outcome they want or need before booking a date, venue, activity, speaker, catering, etc. It is easy to get caught up in the excitement of planning an event and quickly find yourself in a precarious position of contracts signed with minimal attendees booked due to that pivotal disconnect. Failing to first and foremost consider the needs and desires of your targeted attendees will result in an event with (a) minimal attendance, (b) dissatisfied attendees, or (c) both.

One thing I have found helpful is to define the event's purpose: Clearly articulate the goals and objectives of the event. Determine whether it's intended to educate, entertain, inspire, network, or raise awareness. This clarity will shape the event's content, format, and overall design.

Consider also digital solutions for you event. If you are using name badges there are not digital ones that have personalised itineries on them and when tapped together they share the details of the delegates. If using print, try and avoid using bespoke sizes or putting the year on things, the cost of reprint is huge and also most items end up printed on foamex board which is a non recyclable material

Have your volunteers lined up BEFORE your event and confirm your links to your event work before sending out emails about your upcoming event. It might sound simple, especially the link part, but you'd be surprised how often links don't work or people aren't organized prior to an event.