Event organisation Phases, elements and tips

Phases in the organisation of events

The organisation of events is one of the key elements that make a corporate event, workshop or product presentation a complete success. However, the truth is that it is easy to think that an event magically turns out well, however, the reality is that to make an event go from a mere idea to a reality, it is necessary to invest a lot of time, as well as prior coordination and organisation. And the fact is that within an event, there are so many elements that must be coordinated for everything to be perfect.

In this article we tell you about some of the basic aspects of event organisation: Its phases, the key elements and some tips that can help you. Keep reading!

Phases in the organisation of events

If we want our event to go as smoothly as possible, we will need to go through different phases. This will ensure that all the prior preparation is done correctly, planning and organising everything we are going to need.

Phase 1: Pre-investigation

During this phase, the main and secondary objectives that the brand is pursuing with the event should be clearly stated. We must not forget that events are part of a company's marketing and communication actions, so they always have corporate objectives for which they are being realised.

Knowing them in detail beforehand will help us to focus each of the actions that both we and the different suppliers must carry out.

Another key aspect of this phase will be to determine whether the objectives set are realistic and fit with the wishes and vision that have been determined. This way you can offer proposals or alternatives in case they do not match.

Phase 2: Development of the creative concept and design of the event

During this phase, work is done to develop the creative concept of the event. For this purpose, we normally work together using both the concepts such as the differential values to be transmitted during the day.

Thus, a concept will be defined that will serve as a common thread throughout the event.It also sets out the different activities that will occur and at what time.

This phase takes place immediately after the definition of the objectives, since every creative concept should be focused on achieving the previously identified KPIs. Otherwise, the event would have no reason to exist.

Phase 3: Planning the event

Once the objectives of the event have been established and we know what we want to convey, in what way and in how many days with their activities in detail, We will have to focus on deciding the venue for the event, as well as the different suppliers we are going to need.

This pre-planning process will help you to have everything closed, avoiding unexpected situations during your event.

Phase 4: Coordination of suppliers before, during and after the event

As the date of the event approaches, we need to make sure that the process of event logistics is being done the way we want it to be done. 

During this phase, all our suppliers must work together to ensure that the event runs smoothly. This will require a great deal of communication between the teams.

At VA 361 Productions we usually recommend having a project manager during the event. This person will be the link between the client's needs and the technical team.In this way you can ensure that the coordination between the two is perfect, making everything run like clockwork, without incident.

Phase 5: Feedback and improvements

Once the event is over, it is time to take some time to see how the process was executed, and also to see what the final outcome of the event was like. In this way we will be able to see both what has gone well, as well as the different points of the process that can be improved and/or changed.

This is the best way to ensure that each event is always better than the last.

Key elements in event organisation

As you can see, in the organisation of events, There are many factors that will vary depending on the size of the event, as well as your particular objectives and needs.

However, there are some elements that are fundamental to the organisation of any event:

1. The creative concept of the event

As mentioned above, this is one of the most vital elements of an event. It will be the common thread that will help to convey the key concepts throughout the event.

The creative concept may be different from one event to another, depending on what is to be conveyed in each of them.

2. Structure or agenda of the event

At any successful event, there should be a structured agenda for the attendees. However, there must also be an internal organisational agenda where we have not only every activity that is going to be carried out and when, but also all the details of when the space is set up and dismantled and who will be responsible for each task.

Thus, it will be easier for you to follow the chronologyknowing whether the timescales are being met.

3. The suppliers of the event

The suppliers that collaborate with the event will be essential for it to go well. You should bear in mind that the suppliers you need for each event may vary depending on their needs and size. However, we recommend that you have a reliable audiovisual partner, as it will be essential that you have personalised advice to offer the best experience to your attendees.

4. The sponsors of the event

In case your event has sponsors, you will need to know what types of sponsorship are available and as an organiser you will also need to know what is included in each type of sponsorship. It is very common to give physical space at the event, space during one of the conferences or to let a sponsor place different branding elements. Whatever the case may be, it is essential that you also organise both the spaces and the materials that will be needed. so that your sponsors do not have any incidents during the event.

5. The attendees of the event

No attendees, no event. This is a reality. 

Ideally, before the event, you should develop a promotional strategy that will allow you to capture the attention of your target audience. Let's not forget that the attendees of an event not only spend their time attending the event, but also spend money travelling to the event.

It will be essential that from the very beginning they know how to what the event will be about as well as what they will be able to see and the experiences that will take place so that their expectations match the experience they will have. This will also boost that person's engagement with the brand.

Tips to help you organise your event

We know that, planning an event requires a lot of work, a lot of time and a lot of effort. and even then sometimes it doesn't go 100% as you had in mind. However, if you follow these tips, you will achieve a perfect event planning, reducing to the maximum the possibility of something not going as planned.

Whether you are planning to organise a round table, a workshop, a customer breakfast, a training day, the presentation of a new line of business or a product, these tips are for you!

Start organising the event as far in advance as possible.

One thing we always recommend is to start planning the event as far in advance as possible. In this way, the creative concept can be developed in greater detail, as well as all the activities to be carried out.

It is best to start organising at least 6 months in advance. In this way you will also be able to have in your internal organisation programme all the marketing and communication actions to give the highest possible visibility to your event.

Also, if you have done events for that brand before, This way you can analyse what has worked and what has failed in the past, to try to make each time better than the last.

Create the organisational calendar for the event

Having this resource will be very useful for you as it will help you to see the timelines you will be managing.We also know which company is in charge of each of the aspects, knowing at what point everything is at. 

Never forget the objective you are pursuing

As we always insist, events are always held in pursuit of a corporate objective. It is essential that you keep this in mind in every organisational decision you make.

Rely on partners to help you make your event a reality.

One of the best tips you can follow is to surround yourself with reliable partners to whom you can delegate the different aspects of your event. The fact is that it is essential to have a technical audiovisual company to take care of all the lighting, audio and branding elements, if we want to give a professional image during our event.

Set a budget for the event

Draw up an estimate tailored to the needs of the event. This way you will be sure to have budget available for each of the needs you need to hire.

Try to make your event innovative and different

The reality is that the technology applied to the events sector is growing by leaps and bounds, which is why we always recommend to opt for solutions that surprise the attendees.

Thus, we will ensure that attendees have the best possible experience, as well as boosting brand recall.

Choose a venue to suit your event needs

When choosing the venue for your event, try to choose a space that suits the needs of your event. In addition to this, we always recommend a technical site visit, to see the possible technical limitations that will have to be overcome in order to provide the best possible experience.

Don't forget to enhance your brand with different branding elements.

During an event, it is essential that your brand is as present as possible. For this reason, we always recommend custom design the way in which the brand is to be included in the venue. It must fit in with all the decoration and lighting of the space.

Start working on the event's promotion strategy in advance.

Don't miss the opportunity to create a tailor-made marketing strategy that allows you to reach your potential attendees and sponsors. This way you will start to create interest in your event with sufficient margin.

Document and create content during the event

During the event will be the perfect time to create content that you can move both during and after the event. This way you can continue to generate conversation around your event even after it has taken place. This will allow you to further leverage your corporate objectives with other secondary KPIs.

All these tips will help you to ensure that the final result of your event is as expected. However, if you are already immersed in the organisation of your next event, do not hesitate to get advice from VA 361 Productions and contact us.

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