Five Tips for Hosting a Successful Event

By: EMC Meeting & Events / 27 Jan 2023
event-staff-member-handing-out-ID / conference-attendees-socializing-during-lunch-break

Five Tips for Hosting a Successful Event

As an event planner, it's your job to put together gatherings and celebrations on behalf of your clients, whether you're planning an annual sales meeting or throwing the boss an anniversary bash. When you use good event planning practices, your events will be successful every time, and your clients will return to you repeatedly. Here are five tips for hosting a successful event, no matter the occasion.  

Plan the Day with Your Attendees

Start by sitting down and brainstorming what your goals are for the event. What do you want attendees to take away from it? Once you understand your goals well, you can start planning the logistics. Decide on a date, time, and location that will work for everyone involved. Make sure to book a large venue to accommodate your expected number of guests. Send out invitations and promote the event through your channels. On the event's day, ensure everything is set up and ready to go before guests arrive. 

Greet attendees as they come in and thank them for coming. Please have someone available to answer any questions they might have. Enjoy yourself and don't forget to take pictures! 

Create a Schedule Before You Begin 

The first step to hosting a successful event is creating a schedule. This will help you stay on track and avoid getting overwhelmed. To create a schedule, start by figuring out your event's date, time, and location. Then, decide what kind of event you want to host. Once you know these things, you can create a more detailed schedule. Here are a few tips to keep in mind as you create your schedule. 

  • Do not forget about setup times

    Depending on the event you're hosting, setup times could be before the event or during it. Either way, ensure plenty of time for set-up in your schedule.
  • Allow for buffer times when writing down deadlines and schedules

    Buffer times should include travel time, setup/cleanup time, meals, breaks, and any other necessary downtime so that your team members aren't entirely exhausted or rushing from one task to another at the last minute.
  • Organize your day into blocks

    Group related tasks together so that you don't feel like all the work is coming at once at some point during the day-- this will reduce stress levels for everyone involved!

Set Up and Break Down in Advance  

One of the most important things you can do to set your event up for success is to have a plan and break it down. This may seem like a no-brainer, but you'd be surprised at how many people don't take the time to do this. Having a plan ensures that your event runs smoothly and that everything is taken care of on time. The only thing left for you to worry about on the day of your event is greeting guests and ensuring they are comfortable. Make sure to delegate specific tasks so that everyone involved knows what their job entails and when it needs to be done. Lastly, have a detailed schedule for the day of your event so that you know when certain things need to happen (breakfast should always happen before lunch) and when certain people need to arrive (security needs to come an hour before any other vendors). 

Have Spare Parts and Know How to Use Them 

  • Have a backup plan for everything.
  • Have an emergency fund for unexpected expenses.
  • Have a contact list of vendors and suppliers.
  • Have a list of activities for downtime.
  • Have a timeline of events leading up to the big day.
  • Have a day-of schedule for all involved parties.
  • Be prepared to go with the flow and have fun!

Keep Everyone Informed

The first step to hosting a successful event is to keep everyone informed. You must let your attendees know what to expect and when to expect it. You also need to give them the information they need to make informed decisions about their attendance. The best way to do this is through a well-designed website that is easy to navigate and provides all the information your attendees need. Keeping your attendees in the loop will help you avoid last-minute surprises and ensure that your event runs smoothly. Don't forget: Keep in mind that no matter how much you prepare, you can't control everything! Plan for things like power outages, schedule changes, emergencies, etc. You will be prepared for any situation by having backup plans in place.

Final Thoughts 

If you're planning an event, big or small, following these five tips will help ensure that it's a success. First, start by having a clear goal or purpose for the event. Next, create a timeline and budget and stick to them as closely as possible. Third, choose the right venue, and don't be afraid to ask for help in making your decision. Fourth, promote your event using various marketing channels and tools. Fifth, evaluate your event afterward and learn from your mistakes.By following these tips, you'll be well on your way to hosting a successful event that meets all of your goals. 

Contact us today or visit our website to see how we can make your next event a huge success! You can fill out the form below as well and have one of our sales associates get back to you with more information about EMC Meetings & Events. 

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