Plan The Logistics of The Day
To have a successful event, you will have to identify, vet and contract all the necessary event specialists. This may include caterers, audiovisual technicians, printers, decorators, photographers, florists and security personnel, to name just a few. Of course, you must also book speakers and presenters, including prominent figures, experts or influencers, who can best communicate the ideas you’d like to circulate throughout the gathering.
To assure everything goes according to your plan, determine a timeline for the event, and make sure everyone on your team knows what aspects of the day they are responsible for managing.
You have to work very intentionally to create a balance between keeping attendees engaged and giving them some freedom in their schedule.
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“People get bored easily,” said Jonathan Chan, head of marketing at Insane Growth. “If there isn’t enough variety to keep them interested, then you’ve basically spent a lot of money on a vanity event.”
However, you don’t want to jampack the schedule. There needs to be leeway in the itinerary to deal with unexpected occurrences that may arise. Additionally, your attendees need time to themselves to process what they are learning, recharge, and connect with other attendees.
“Leave some breathing space for participants to network,” said Subramanian.
When deciding how to wrap up your day, skip the typical promotional giveaways with the company logo, and think of gifts that have a big impact with a small footprint. A much better idea is a digital take-home, according to Jost.