Successfully organize your event - a small checklist

Organizing an event successfully: Who hasn’t faced this task before? Successfully organizing and implementing an event is not an easy task. Many points must be taken into account. This checklist will help you with planning.

1. Where and when should the event take place?

One of the most important points is where the event should take place at all. This depends, of course, on what kind of event it is and who you want to address. For example, potential customers, colleagues, employees, business partners, etc.

Then, of course, spatial capacities are also important. To do this, you should think early on about how many participants are scheduled for the event. The dimensions are different. Whether it’s a small information event for existing customers or a “customer acquisition event” where as many potential buyers as possible should appear. The size of the event space is then also depended on this. Here you should first check your own spatial capacities or make rooms available before you decide to book external premises. These can be, for example, hotels, training centres or adult education centres.

Organize events for customers

2. Organize your event – with catering or without?

Of course, it is always more rewarding for the visitor of the event, if there is also something for the physical well-being. Whether it’s coffee and cake or inviting your visitors to a business breakfast together. At an event that runs for a whole day, a meal is almost indispensable. It makes sense to collect and compare offers from different caterers. Also keep in mind that there may be vegetarians among the participants.

3. Do you need to plan accommodation for guests?

Also an important point that must be taken into account when planning the event. So you can make sure that visitors from more distant places come to your event, which would otherwise have been cancelled. This is of course a matter of course for a multi-day event with arrival.

4. Organize the program for your event

The program of an event depends of course on the type of event. Who will take over the lectures? Own employees or well-known speakers? You should clarify these questions in good time. It is also important to send participants a programme overview in advance so that they can prepare for the agenda. You should also note that you create enough space for breaks (for eating, making contacts, etc.) so that, for example, an all-day event does not become an ordeal.

5. Advertising your event

How do you get the right attention to your event? Advertise in magazines that are relevant to your industry or send the invitation via mailing, for example. You should also sprinkle your event in various online media such as Facebook or other social media channels. Of course, you can also invite you to your event via more traditional channels, such as letters or postcards.

Video: Target Group Selection & Serial Mailing - CRM in Marketing | GEDYS IntraWare CRM

6. Cost of your event

An overview of finances is always important. Whether it’s the advertising for the event, the catering or the room costs of the event: a financial plan is important. Set a maximum budget and build your planning on it. If some points do not work with the fixed budget, it can still be adjusted afterwards. However, you always have the overview so that you do not have to pay any unexpected costs.

7. Clarify tasks and responsibilities

So that your event does not become a big Tohuwabohu and every employee knows what to do, it is important to draw up a project plan with appointments and responsibilities. Here, even the smallest activities can be recorded, distributed and described, so that a regulated process can be ensured.

Organize help with the event

You may now think that in order to take all these points into account and document them, a lot of paperwork is probably needed.

How can all this be reconciled?

With the GEDYS IntraWare CRM software you can map and maintain all the necessary information and tasks in your CRM system ( What is a CRM system?).

CRM im Marketing: Kampagnen-Cockpit

The CRM supports you, among other things, with

  • Event, session and participant management
  • Scheduling and resource planning
  • Correspondences to service providers and participants incl. Templates
  • Search and book rooms and speakers
  • Assign tasks and control appointments
  • Cost and price calculation incl. Cancellation
  • And much more >>
How to fascinate your customers >>
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