An end of the year event can be a handy marketing tactic to stay top of the mind of your customers. To help you get started with planning, here is an 8-step guide to plan successful year-end event for your business.
Planning a successful event; any event for that matter whether big or small is stressful. Period.
The year is drawing to a close, and you want to go out with a bang, thanking your customers and staff for their loyalty.
However, you are at the risk of completely losing your cool; what with all the tasks that need to be completed, and the costs that come with throwing an awesome end-of-the-year bash.
Not to worry, though, there are ways to plan a successful end-of-the-year event without breaking the bank and your brain.
Tips to plan successful Year-end event for your business
Set a Budget
Proper budgeting cannot be stressed enough. Without an appropriate, comprehensive budget, you run the risk of overspending and incurring possible debts to carry over into the New Year. This is something you should avoid at all costs.
Even if you have some bucks to spare, assume you are working with a tight budget.
Start with a detailed list of the items or things you will need for your party. Then, outline their prices and make a grand estimate. Don’t forget to leave some space for miscellaneous expenses, and you are good to go.
To cut down on the margin for error in your estimates, do some research on the cost of hosting past, similar events.
Begin Planning Early
Sure, your event is an end-of-year party, and is set to hold at that time, but do you need all that last-minute rush? Begin your planning early to cut down on the stress of the holidays.
If you plan on hosting a large event that would bring together some high-collar people, you cannot afford to let yourself down. Start your planning as early as four to five months in advance.
You have little to lose by starting so early, and you could even take advantage of some early bird bonuses.
Use an Event Planning Software
If you do not want to include the additional costs of hiring a professional event planner, you can easily use event planning software.
Software tools are there to help you effectively track and manage your budget and expenses, letting you know when you are going over your limit.
Also, you can work together with other people using project management software.
It saves you time and makes sure you are all on the same page.
Hire an Event Planner
No matter how good you think you are at planning events, remember there is a reason why we have professionals in that field.
An event planner could be the best way to ensure you pull off a smooth, successful event that stays long in the minds of your guests. There are more than a few reasons to hire an event planner.
An event planner helps you in these ways;
- Save time
- Ensures the smooth running of your event
- Deals with logistics
- Advice you on event details
- Better skilled at negotiating costs and expenses
- Has a wider network of event-related contacts
Before going out in search of that event planner or event planning company, be sure you make room for the cost on your budget. Most times, their services do not come cheap. You can expect to pay up for all that creativity and event coordination.
One thing you can be sure of, however, is that you will be getting your money’s worth in their services.
Pick a Good Venue
What’s the worst that could happen to ruin your event? How about when your event centre books your party on the same day as another party. Make sure you pick a venue that is trustworthy, well-organised and safe.
Try some venues that look into details like seating, flower arrangements, decoration, and security. If you require more in-depth information like Wi-Fi coverage and other technological perks, be sure to make proper inquiries from the management.
Meet with Your Vendors
Make it clear to the staff handling the party, and related vendors that the date for the event has been set, and there will be no backing out. Avoid all last-minute changes, as it could jeopardise the success of your event.
To make everything more official, sign contracts and legal documents agreeing on the date that the hired staff would be providing you with their service, the venue, and time of your event.
There must also be penalties and fees for defaulters.
Don’t Forget the Invites
Amid all that planning, spending and co-ordinating, don’t forget to send out invites to all the people you wish to be in attendance. Start with a list, at least two months before your event.
You want to minimise the possibility of forgetting to invite someone, so, add names to your invite list as you remember them. If you do not want to spend some extra bucks on creating the invites, you could easily design some e-vites and send them via emails or social media platforms.
Ask for Feedback
You will probably be exhausted after the event is over, and you cannot give yourself accurate feedback. For the sake of giving yourself a well-deserved pat on the back, and also for future hostings, you can ask guests how they feel your party went.
If you feel an online survey or form is too formal, you could call them up or send emails asking if there were details of the party which could be improved upon. For example, how did they find the catering? Was the music perfect? What about the location?
Accurate feedback will not only tell you if you hosted a successful party, but it will also show you areas you need to improve on for future hostings.
Whatever event you organise, do not be afraid of being overwhelmed, there are ways you can cut down on your workload. Just remember to pay attention to the details, begin your planning early, hire an event planner if you wish, and have fun.
Following these tips, your event is sure to be a success.
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