Any company that wishes to build lasting relationships needs to know how to put on a professional and memorable event. Regardless of whether you are planning a launch for 300 people or employee training for 15, it is crucial to approach every gathering with an understanding of the five elements of event management – research, design, planning, coordination and evaluation. When an event is broken up into these manageable stages, it is easier for people to learn about it and coordinate the many components that make it a reality.
Knowing your event’s objectives is essential
The first step to organising a successful event is to determine the objectives or goals of the event. When your project becomes complex, it may be time to go back to basics. With all the methods, practices, principles, tools, and techniques out there at the project manager’s disposal, you can often forget the fundamental principles of project management. The Five W’s, are considered essential in information-gathering. They include Who, What, When, Where, and Why.
Who – Who is your audience?
- What – What is the main takeaway for this event?
- When – When will this event take place?
- Where – Where is your event going to take place?
- Why – Why did you choose “this” over “that”?
A corporate event typically has a single purpose: to build solid and long-lasting relationships that will give the company the boost they need to succeed. These events are generally held to communicate a message or increase behaviour within the organisation. They’re a great way to improve company morale, convey a new message, or share valuable information.
How will the event benefit the organisation?
What element of company culture are you trying to emphasise or build upon.
Who is your audience?
The target demographics that are likely to be involved will be the first thing to be considered as you plan your event.
To what extent will the audience impact the overall event? How will this shared experience benefit the participants?
There may be a lot of employee participation, team building exercises or activities at your event.
What is the main takeaway from this event?
Which aspects distinguish this event as the event to look forward to this year? What aspects of your event should be decided months before? Which elements can be planned in a few days? Does your event require specific amenities? If so, how will it be organised? What duration do your events need to be to convey the message and leave a lasting impression on attendees?
When will this event be held?
Would your preferred venue be available at a particular time of the year? Is there a time when
the city you wish to visit falls in April and May? Is the weather expected to be favourable during
your desired event dates? Do you observe a trend in the level of activity in your audience at a
particular time of the year? Do you intend to do this event in the future? Are you planning to
have the event during a specific point in your audience’s sales cycle?
Where is your event going to take place?
Which venue, and in which city? How will attendees get to and from the venue? Are there any nearby airports, public transportation routes, or accommodations? Is it easy to reach the venue or city of your choice? Do most of your attendees live nearby? Can the venue accommodate 450+ people?
Why did you choose “this” over “that”?
You should ensure that everything you do for your event serves a purpose. What are the overall objectives of the event, and what adjustments should be made in the future? By establishing a clear Who, What, When, Where, and Why for your event, you will better plan for the more detailed elements.