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Whether you are planning a luxury event to start your business successfully, to reward customer loyalty, or to introduce a new product/service to the market, there is no denying that event planning can be stressful.
After all, while a well-organized event can work wonders for your brand and business, a poorly organized one can seriously damage your reputation. This can drive customers away from your brand, sending them directly to your competitors instead.
With that in mind, here are some top tips you can use to plan a memorable, lavish event for your business.
Set Your Budget
Running a business event can quickly become expensive, as there is a lot to pay for throughout the process. This includes:
- Venue rental
- Entertainment costs
- Marketing/Invitation Catering
- coverage
Therefore, it is very important that you determine in advance how much money you can allocate for this task. Of course, you can be a little more reckless with your spending if you’re hosting a ticketed event, where guests pay a small fee to attend. However, it is important to note that any event can increase customer loyalty, which means that it is worth investing in as you will most likely see an increase in sales after the event.
Find the perfect place
The first step towards planning a successful business event is finding the right venue. There are a variety of different factors you should consider here, such as your budget and the amount of space you actually need. If you are planning to give a speech or invite a keynote speaker, you will need to make sure the venue is equipped with the right tools and technology for this.
Plus, if you run a luxury brand, you should also choose a high-end venue. However, it is important to note that you can make an ordinary room appear a lot more luxurious than it actually is through high-class décor.
Purchase event insurance
Many event planners forget to buy insurance, despite the fact that it gives you a lot of added protection and peace of mind. After all, while your guests may intend to be on their best behavior, you’re not in control of their actions. If an accident occurs, and property is damaged, or someone is injured, you may be liable and face a series of costs that your business is not prepared to cover. Conversely, by investing in insurance, you are better protected against such incidents.
As such, it’s a worthy investment to purchase event insurance, especially since one day event insurance will cost you an average of $76.5 per day. Small price to pay for the benefits it brings.
Think about catering
It’s also important that you get your caterer right when planning your event, as this is often one of the main topics of conversation. First of all, you should ask if the guest has any dietary restrictions or requirements so that everyone’s needs are met.
You should also reach out to local vendors and catering companies, as this is a great way to forge meaningful business relationships that you may find useful later, as well as supporting other, smaller businesses.
You also have to ensure that the choice of food and beverage offerings is in accordance with the theme of the event and your brand. This will make the whole event seem more cohesive and well organized. For example, you can rename a popular cocktail to match your brand or product. This gives the event a much more personal touch.
Send invitations early
Sending out invitations early is another great way to ensure that your event is a success, as it tends to increase the overall turnout. Luckily, there are lots of different ways to send invites to loyal and potential customers.
For example, you should start by inviting those who subscribe to your business mailing list, because it is “the easiest way to generate ticket sales because the people you contact already know about your brand. If you email contacts on your marketing list, you know they’ve expressed interest in what you have to offer them.”
However, you can also generate a stir on social media beforehand, by advertising the event before tickets go on sale. For example, you can share information about an upcoming speaker, or photos of the venue to generate excitement and interest.
Arrange event schedule
Another way to ensure the event runs as smoothly as possible is to develop a day/night schedule. For example, you might want to start with a welcome drink, before moving on to talks, product demonstrations, and finally eating. Either way, you should make sure that all guests are aware of this schedule as it will help things run smoothly. Of course, you also have to be prepared for what’s left behind, so you can adapt when necessary.
You can share the event schedule with guests upon arrival, or in advance on social media, or in a final email or letter prior to the event itself.
Don’t forget the music
While you may not be hosting the type of event where you expect people to dance the night away, there’s no denying that music is important at a business event. This is because it provides the backdrop for any conversation, and can help you create the perfect atmosphere.
Because of this, you should think carefully about the music you play during your event. For example, instrumental music can create a sense of calm and peace, which puts your guests in a good mood while encouraging people to talk to each other. If you play a song your guests like, they are more likely to associate these positive feelings with your brand.
Plus, playing music can help your event run smoothly by giving people directions. For example, closing the night with a slower song indicates that the event will end when people take action based on the music they hear.
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