To celebrate 10 years in the business as a creative event production company Vietnam Events has created a handy 15 -step guide to help event organisers make their next project a success. Whether you are facilitating a gala dinner, putting together a conference, or curating an exhibition, this step-by-step list is all you need to ensure an excellent event.
1. Have vision. Ask yourself what you’d like to achieve from your event and aim for it.
2. Write a plan. It doesn’t have to be detailed at this point, but having some idea of the format and how you’d like it to proceed will help at the briefing stage.
3. Engage event production. Event production companies live and breathe events. Briefing them at this stage will enable them to make suitable suggestions to achieve your desired outcome before you book anything.
4. Time it right. Check competitors aren’t planning their awards night, exhibition or conference close to your proposed date to ensure guests will come.
5. Set a budget. Having a rough idea of how much you have available to spend on an event at the start allows providers to work within your means (and avoids nasty bills at the end).
6. Book providers. Doing this early on not only gives you peace of mind, but will also ensure the best equipment and staff are available for your event.
7. Choose the right venue for your style of event. Eclipse has worked with hundreds of venues of all shapes and sizes, and is the official partner to many in London, which is why engaging an event production company early on means you’ll have the best chance at securing the perfect space.
8. Consider capacity. Will you be able to fit everyone into your desired venue? Equally, if you have a small guest list will delegates look lost in a large space? Another benefit of working with a technical event production company is that they can be creative with staging to help you fill or maximise the space if needed.
9. Think location, location, location. If those you want to attend are available, can they reach your venue easily? Research where the majority of attendees will be travelling from and ensure that public transport is accessible.
10. Contemplate tapping into the web streaming trend. If a large number of potential attendees are unable to make it to the venue itself, you could take the event to them via web streaming.
11. Investigate accommodation. If attendees are coming from afar, are there enough places for them to stay nearby? You may be able to negotiate preferable rates with local hotels if you can guarantee a certain number of guests.
12. Check access rights. If the venue you have booked for an evening event is used during the day for other purposes (ie. As a museum or art gallery) your access may be restricted until closing time.
13. Think outside the box. Taking a creative approach to events is easier than you think if you’re working with the right people and could make your event really stand out from the rest.
14. Take staging seriously. Talk to your production agency about the event’s format to determine what kind of platform, seating and props you’ll need. Eclipse has a number of creative solutions that could give your event the real wow factor.
15. Think sound. What are the acoustics like in your chosen venue? The type of venue and event format will determine which kind of microphones you’ll need.
Here are 15 solutions to organize a successful event, We are proud to be the professional team in event management field in Vietnam. Do not hesitate to call us +84 913 311 911
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