Is hosting an event on your calendar this year? Whether you are a corporate or nonprofit organization, events offer a number of opportunities to promote a new service or product, raise funds for nonprofit programming or simply to connect with clients, partners and stakeholders.
If you’re new to planning events, there may be a long list of questions running through your mind: how do I select a venue? When should we hold it? How many people should we invite? What’s the best way to promote it?
Here’s a step by step guide to get you started:
Select the Topic
Got an idea for a program you’d like to host? Before you start planning the logistics, your first step is to do some research with your target audience. Events require time and money, so it’s important to gauge the interest and need for the topic before booking a venue. Asking a few clients for their feedback on the idea or posting a question to your community on Facebook or Twitter will help determine the interest and also give you insight into the questions or hot topics you should address during the event.
The Format
Now that you have the topic narrowed down, your next step is to determine the best format to deliver the content. Small group workshop? Large scale conference? Virtual event?
The content and subject matter often dictates the format. For an introduction or overview of a topic, a virtual webinar may be the best fit. If your topic is more in-depth and requires more training, an in-person workshop works best.
Choose a Date
Selecting the date seems simple, but is often the most difficult part of the process. There are a few things to consider when picking a date including the prime day and time for your target market. For example, hosting an event for corporate executives in the evening is ideal, since they may not be able to leave work during the day.
Also, beware of any holidays that may coincide with the dates as that will impact attendance.
Finally, remember to leave enough time to market the event. It takes anywhere from 1-8 months to market an event properly. Make sure you have enough lead-time to promote the event so you can fill those seats!
Select a Venue
If you’re hosting a virtual event, you still need to pick a “venue.” Think about where will you host the event online: Facebook or Zoom or will use an teleconference service like Free Conference Call or Instant Teleseminar?
For in-person events, the size and format of your event will determine which venue you select. For smaller events, you can rent a space at locations ranging from the public library to a local cafe to a yoga studio. If you’re looking for a more professional setting, a co-working space or conference room could provide the perfect location.
Now that you’ve got the basics nailed down, it’s time to promote the event!
Host an upcoming event and don’t know where to start? Let us show you the way! Begin by scheduling a complimentary 30-minute consultation.