So, you finally come to the point where the event is actually going to take place. Now, you might think there really is nothing more you can do, but that is actually not the case.
Hosting the actual event is where all your planning and preparations will come into fruition. This is where everything gets executed and if you’ve done things right, you’re going to have an amazing event.
What are the things that you can do to make sure that the event will give you that experience? Here are some actionable tips you can take:
1. Prepare the Place
The venue is going to be the most important component since people will flock there for the event. Make sure that you do the necessary preparations in order for the event to be smooth and successful.
Some of the things that you need to take care of are:
- Make sure that the furniture is in order, cleaned, and your decorations would have to be placed as well
- Beautify the place. Ensure that you’re using a motif that is fit for the occasion
- Check all the equipment and make sure that there are no problems. Inspect the sound system, the microphones, the A/V equipment, and so on
- If you hired a catering service, call them and have them prepare ahead of time
- If the event is at 6 PM in the evening, make it a point to have your team prepare at least 9 AM in the morning
2. Orient Your Speakers or Performers
Here is the thing that most event organizers overlook: your speakers and performers do not know when they will perform and where they’re supposed to sit. It is your top priority to accommodate them and to give them instructions as to when and where they will perform.
3. Simple Navigation
Your guests, upon arrival at the venue, may not know where the restrooms are, the main event area, and so on. Place clear and readable signs in prominent places such as the ones mentioned earlier so that people will have an easier time navigating their way in the place.
4. Inspire Customer Participation
The event, no matter how formal it may be, should always encourage some guest participation to make it more engaging and so that the event doesn’t become too boring. The very last thing that you want is for the guests to look at their watch, hoping that everything will be finished soon.
For instance, you can have a Q&A portion where anyone can freely ask questions about the topic being talked about. You could also implement some entertaining segments like a dance or even some fun and games.
5. Don’t Forget the Memories
Speakers and performers would always want to see themselves speak or perform. That is why you always want to make sure to capture the highlights of the event. Have a photographer and videographer ready to ensure that everything that is said or done is captured on film. Give them a copy of it and they will most likely thank you for it. Also, if it’s an important speaking event, you could also give a copy to your guests as well or have them download it off your website.
Hosting the event is where you will put your plans into action. The main idea of hosting would be to make sure that your guests and your speakers/performers will have a good time.