10 key steps to a successful event

As event specialists, we've learned from experience the pitfalls to avoid and the strategies to put in place to ensure the success of any event, whether professional or private (wedding, garden party, anniversary). And while every occasion is unique, we've chosen to share with you ten key tips to help you organize an event that will delight your guests. Date, communication, budget, venue - nothing should be left to chance. Whether your reception is public or private, the objective remains the same: successful organization. 
 

Why organize an event?

Organizing an event of any kind is much more than a simple gathering of participants. It's a unique opportunity to create memorable moments, strengthen ties and celebrate successes. In the private sphere, it can be the occasion to celebrate an event such as a wedding, the announcement of a pregnancy, a birthday or a family reunion. In the professional sphere, it can be an opportunity to promote your company, strengthen ties with your teams, canvass new customers or present a new product.

Whether it's for a product launch, a conference, a wedding or a trade show, events are special moments that leave a lasting impression.

Determine the steps to a successful event
 

Step 1. Your objectives

Before diving into the details of planning, take the time to clearly define your objectives. What do you hope to accomplish with this event? The answer to this a question will guide all subsequent steps. Of course, you'll have different objectives depending on the type of event you're planning. The requirements for a business networking dinner will be quite different from those for a family meal, for example.

Once you've established why you want to organize your event, it will be easier for you to define your objectives. Whether it's to raise your company's profile, strengthen team cohesion, or raise funds, clearly defined objectives will be your compass throughout the process.
For example, if you want to organize a professional event following the launch of a new product, you might have the following objectives: 
- X new subscribers on your social networks 
- X interactions (likes and comments) on the product launch publication 
- X pre-orders for the new product

For a private event, the objectives will be completely different. For a wedding, for example, the objective of your event will certainly be for your guests to have a wonderful evening, and for you to have fond memories of the day.

Step 2. Your budget

Money can be one of the trickiest aspects of event planning. Draw up a budget very early on, before you even start organizing your occasion. Don't forget to take into account everything from rental fees to promotional costs (if you're organizing a professional event).

Here are the main elements to include in your budget:

• The budget for venue rental and insurance, unless you're organizing a virtual event.
• The food budget (buffet, cocktail, catered or not, etc.)
• The budget for decoration and infrastructure (tent rental, furniture, decorations, etc.).
• The budget for entertainment, whether it's a speaker/presenter for a business event, an entertainer for a birthday party, or a live band for any event.
• The budget for marketing or communication around the event. For a private event: printing invitations or invitations, for example. For a professional or public event, think about how you're going to promote your event and the costs involved: ticketing, creation of applications, software, partnerships with influencers or the media.
• The budget for the various service providers and staff if required. For a wedding, you may need to call on a wedding planner, florist or other. For professional events, you may need to call on waiters or bartenders, for example.
• The photo/video budget. Keep part of your budget to hire a photographer and videographer to immortalize your event, to promote your company on your networks or simply to keep beautiful memories of a unique day.
• Leave some leeway in the budget. Little surprises can always happen, so don't hesitate to plan an extra budget just in case. We recommend allowing an extra 20% on the basic budget.

Step 3. The date  

Thinking about the date is one of the first things you need to do to successfully organize your event. Take into account public calendars, public holidays and competing events, if it's a business event, which could affect attendance. A well-chosen date can greatly influence the success of your event.

Step 4: The venue

Choosing the right venue is also a key step. Make sure it can accommodate all your guests or audience, offers the facilities you need, and is easily accessible for both your guests and your various suppliers. The venue should reflect the atmosphere you want to create for your event. If you're planning to set up a tent at your event venue, make sure that the structure can be accommodated.

Step 5. The plan

Once all these steps have been established, all that's left is to draw up a detailed plan. From the event program to the technical logistics, this will enable you to manage every pole at every stage of your event. Depending on the nature of your event, the plan may be somewhat different, but don't omit this step, whether you want to organize it on your own or not. Organization is key to the success of any occasion.
For large-scale or technically complex events, it's also a good idea to draw up a 3D design of your project.

Here's an example of a plan in which you can add other elements to suit your event: 
- Event site or venue
- Catering or food area
- Logistics
- Service providers: wedding planner, DJ, speaker, entertainer, etc.
- Program (don't forget to specify the chronology to avoid unpleasant surprises)
- Communications / marketing 
- etc.

Step 6. The guests

Think carefully about your guest list. Who should you invite, based on your objectives? This step is all the more crucial for a professional event. For a product launch, for example, don't forget to invite the press and influencers who will reach your target audience.

Finally, make sure you send out invitations on time and manage confirmations to anticipate the number of participants.

Step 7. The team and service providers

Having a competent team is essential to running a smooth event. Hire reliable service providers for services such as security, catering, decoration, infrastructure installation and entertainment. Efficient collaboration guarantees smooth execution and, more often than not, a successful event.
 

Step 8. Communication

In the case of a trade show, gala, product launch or other professional event, be sure to use a comprehensive communications strategy to promote it. Social media, newsletters and partnerships with influencers can all help maximize your event's visibility.

Don't hesitate to draw up a marketing plan to best prepare your strategy, such as: 
- Inviting influential people in your industry who can then relay the event on their own networks, boosting the audience reached.
- Announce the event on your own networks/sites. 
- Press release sent to the media. 
- E-mail and content marketing.
- Photographer and videographer on the event to relay it on your various channels afterwards.
- etc.

Step 9. Logistics

The more efficient your logistics management, the more successful your event is likely to be. Make sure that all your equipment, from audiovisual equipment to signage, is taken into account. Certain elements are often forgotten or set aside, yet they contribute just as much to the overall success of your event.

Don't forget, for example, to think about parking for guests or the various means of transport they'll be using to get to the venue. Energy is also essential, both in summer and winter. Make sure you have enough energy to power all the lighting for your event, as well as any catering equipment, heating or air-conditioning.

Step 10. Plan B or risk management

A wedding in the rain, a digital event without wifi, a gala without music or a trade show without an animator: the occasion can quickly turn into a nightmare if you don't anticipate the problems that could arise. Be prepared to quickly resolve any pitfalls along the way. Having a contingency plan in place and a responsive team can make all the difference between a minor disruption and a full-blown disaster.

Atawa recommends, for example, that you systematically double your generator to prevent any equipment failure. To find out all our tips and tricks, Atawa has created an interactive, customizable and free Event Guide.

Organize a unique event with Atawa

If the idea of organizing an event seems impossible to you, or if you'd prefer to delegate this complex task, you still have the option of enlisting the services of a company specialized in event organization. Don't hesitate to contact us for more information on our services and the different solutions we offer! We're here to help you make your event a success. Every step you take with us contributes to creating a memorable experience for your guests, and a guaranteed success for you.

Find out more about our tips for organizing your ideal event.