Event Planning Made Easy: Leverage Social Media & Gain Insights

When running a large event or meeting, there are many things to consider: the type of building or room you will need, advertising for the event, and the most seamless way to run the event. With so many things to consider, let us break it down and make a few things simpler.

One of these things could be identifying everyone involved or attending. It can also be a good idea to look at ways to make check-in for these events easier and more streamlined for those attending. Event planning is not an easy task.

If you have attended a large event or meeting before, you will know how difficult it can be to keep track of all the different people working and attending. There are simple solutions you can use to differentiate between those working and attending.

Things To Take Care Of While Event Planning

If you are new to event planning, you have to be aware of the basics that you need to take care of while planning an event. Here are those mentioned.

Budget

Any event you are planning or are looking to plan will require a budget. Whether you are given a budget to stick to or you need to budget your own money, like with a wedding. Sticking to your budget will be important.

Once you know your budget, you can look at how you are going to use it for your event. If you are planning a large business meeting, you will want to stick within the budget set. This budget must include everything necessary for the meeting or event.

Aspects you may need to budget for include hiring a room and hiring any professional you may need for the meeting. You may need to hire catering depending on the meeting or event. You may also need to look at things like transport or ticket prices if you have a set number of places.

If you are planning a paid-for event, you will want to ensure you are within the budget, and you have to turn a profit. When we look at a convention, you want the convention to bring people back, but you also want to turn a profit so you can run the event again.

When looking at a convention, you will need to consider the costs for the venue, as well as any charges for hiring staff. You may also need to look at charges for people to give speeches or lead other activities. It is important to know your budget before booking, as costs can mount up quickly.

Venue

Planning a business meeting or event on a larger scale will require you to have a venue to hold the event in. Some companies may have space within their office building, but depending on how many people are attending, it can be more beneficial to consider hiring a room elsewhere.

When hiring a venue, it is worth looking at any restrictions or requirements that will be included in the fee. Some places may not allow outside catering, so if you plan on providing food or refreshments, you may need to add this to the costs and budget for this part of your event.

You will also need to consider how many people will or could attend. The number of attendees will affect how many tickets you will need and what size you will need for the venue. It is also important to remember any fire safety restrictions to keep everyone safe.

Name Badges And Tickets

At many different events, you will find people wearing name badges or tickets around their necks. Badges could also be to show that they have access to different areas, such as at a convention. It could also be to show them as staff for the event so anyone struggling to find their way knows what to look for.

Whether you plan to use name badges, passes, or tickets for your event to distinguish who is allowed to be where, you will need to find a way to make the badges. With some different badge types, you can combine the ticket as part of the badge; this would enable people to scan into the event with more ease.

With on-site badge printing, you can also print the badges you need at a convenient time and replace them if necessary. It is possible in some situations to also print out your badges with the templates you have made or paid to use.

If you choose to use on-site badge printing, you may also find it more cost-effective for any budgeting needs. Printing your badges on-site means you will spend less on something you need than you would if you hired another company to make your badges or tickets.

For larger-scale meetings, you may just want badges for speakers or anyone who needs to be known. You can look at name badges for all to save anyone confusion when talking, but this may not be necessary.

When making these decisions, it is important to check with anyone from the business you are working with to ensure that their needs are being met.  

Guest Speakers

Most events will have a guest speaker or many guest speakers. It is important to know who will be speaking, when, how much time they will need, and how this will fit into the itinerary for the day.

Looking at a convention-type event, you may have several different people speaking about different things. It will be important to ensure you have the correct amount of time allotted and enough time additionally to get people in and out of the space safely.

Ensure that if you have guest speakers at an event, there will be appropriate and proportionate speaking time. You may also need to ticket these parts of the event to ensure that the space is safe and not over-crowded. Tickets could be added to any badge to show which speaking events attendees are booked into.

If you have speakers in a meeting, you will need to ensure that there is a space in the venue that is set up for this to take place. You will also need to check the requirements for any equipment needed for a speech to take place.

Importance Of social media in event planning

Social media is very important for event planning these days.

Here are some of the key areas where it shows how importance.

Pre-event promotion

As an event planner, you can leverage social media to create some excitement and buzz before any event. You can share all the event details, agenda highlights, and speaker profiles and talk about the exclusive offers to attract the potential audience.

You can also utilize influencer collaborations and targeted advertising to reach out to your target audience and encourage registration.

Real-time engagement

You can engage with the people who are attending the event with the help of social media in real time. You get to share live updates from the event, videos, photos, and how the attendees are responding to the event.

As an event planner, you can also answer queries and comment about the event. Moreover, you can encourage attendees and interact with one another with the help of specific hashtags. This creates a sense of community and makes the attendee experience better.

Feedback and follow-ups

Social media is an amazing platform where the attendees can share their feedback, experience, and their opinion about the event. Event planners get important insights, identify improvement areas, and evaluate whether the event was fruitful or not.

Moreover, you can use social media for following-up after the event, share some highlights of the event, thank the attendees for their presence, and also promote some future events that you are about to host.

Summary

Event planning can be a stressful time. But by ensuring that you stick to your budget, find an appropriate venue, and keep all guests and special guests safe, you will have no issues. It is also important that if a company has hired you to plan their event, you keep them informed throughout.

Additional Resources:

• Unwrapping Success: Elevating Your Corporate Holiday Season With Memorable Events
• How To Use Facebook Events Manager: A Complete Guide
• Ways To Improve Your Next Events