Although most not - for - profit organizations depend to some degree on their events, in the vast majority of circumstances, very few proceed in the optimal manner to assure creating an event to remember.
These groups, and their leadership or whoever is responsible for overseeing these, should enhance their methodologies and approaches, so that they achieve, at least, to a somewhat reasonable degree.
In well over three decades of negotiating, developing, running, overseeing and consulting to hundreds of organizations, I have come to realize that far too few events succeed to the level needed, and in the vast majority of cases, a better organized approach would address and reverse that trend.
Therefore, I submit these 8 Steps to Assure The Best Events.
1.
Set priorities - What is the purpose of the particular event? Before you begin this process, there is a need to identify, know, and follow true priorities and assure that you follow the identified purpose, from the onset.
Sometimes, these are used for meet and greet purposes, while, at other times, there is either an organizational requirement (set by by - laws, regulations, or tradition/ heritage), or a fundraising need.
Each of these should direct a somewhat different approach in some situations and/ or aspects.
2.
Set and know / understand the budget, and use as a guide.
When budgets are properly prepared and utilized, you use a conservative approach for revenues, and a somewhat worst - case scenario regarding expenses.
These must not merely be viewed as documents, but rather utilized as guides that help in guiding the future, all - important negotiations (including costs, pricing, marketing, etc.
) 3.
Fully prepare, use, and take advantage of a professionally prepared RFP (Request for Proposal).
Only when this process is used and venues, etc.
understand and realize what the needs are in a realistic manner, and the group creates a professional, yet somewhat competitive atmosphere, is the opportunity to maximize the bang for the buck a real possibility.
4.
Develop a close relationship based on open, honest, professional, win - win negotiations, based on mutual trust and absolute integrity.
When this is done professionally, all sides benefit, and a group invariably benefits, both in terms of costs, as well as the quality delivered to attendees.
5.
Budget for, and market effectively and thoroughly, to assure well attendance.
Remember that unless you get people there, the rest doesn't matter too much! 6.
Prepare and plan fully.
Always have not only a basic plan, but one loaded with planning for contingencies, etc.
7.
Don't neglect / forget about a maximum effort on the day of the event.
This includes a friendly, seamless, easy - to - do meeting/ registration/ check - in, meeting and greeting attendees and making them feel welcome from their first impression (Remember that you only get one chance to make a First Impression).
8.
Make the program seem worthwhile.
Pay close attention to both the actual, as well as the often - overlooked perceived value.
Your goal is to have attendees go home and speak positively of their experience at the event, so that future events are more welcomed by potential attendees.
No event is ever perfect, but the goal should be to assure the best one possible.
Only comprehensive discipline, planning and attention to detail will achieve this result.
Hopefully, these 8 Steps To Assure The Best Events, will help you in this pursuit and quest.
These groups, and their leadership or whoever is responsible for overseeing these, should enhance their methodologies and approaches, so that they achieve, at least, to a somewhat reasonable degree.
In well over three decades of negotiating, developing, running, overseeing and consulting to hundreds of organizations, I have come to realize that far too few events succeed to the level needed, and in the vast majority of cases, a better organized approach would address and reverse that trend.
Therefore, I submit these 8 Steps to Assure The Best Events.
1.
Set priorities - What is the purpose of the particular event? Before you begin this process, there is a need to identify, know, and follow true priorities and assure that you follow the identified purpose, from the onset.
Sometimes, these are used for meet and greet purposes, while, at other times, there is either an organizational requirement (set by by - laws, regulations, or tradition/ heritage), or a fundraising need.
Each of these should direct a somewhat different approach in some situations and/ or aspects.
2.
Set and know / understand the budget, and use as a guide.
When budgets are properly prepared and utilized, you use a conservative approach for revenues, and a somewhat worst - case scenario regarding expenses.
These must not merely be viewed as documents, but rather utilized as guides that help in guiding the future, all - important negotiations (including costs, pricing, marketing, etc.
) 3.
Fully prepare, use, and take advantage of a professionally prepared RFP (Request for Proposal).
Only when this process is used and venues, etc.
understand and realize what the needs are in a realistic manner, and the group creates a professional, yet somewhat competitive atmosphere, is the opportunity to maximize the bang for the buck a real possibility.
4.
Develop a close relationship based on open, honest, professional, win - win negotiations, based on mutual trust and absolute integrity.
When this is done professionally, all sides benefit, and a group invariably benefits, both in terms of costs, as well as the quality delivered to attendees.
5.
Budget for, and market effectively and thoroughly, to assure well attendance.
Remember that unless you get people there, the rest doesn't matter too much! 6.
Prepare and plan fully.
Always have not only a basic plan, but one loaded with planning for contingencies, etc.
7.
Don't neglect / forget about a maximum effort on the day of the event.
This includes a friendly, seamless, easy - to - do meeting/ registration/ check - in, meeting and greeting attendees and making them feel welcome from their first impression (Remember that you only get one chance to make a First Impression).
8.
Make the program seem worthwhile.
Pay close attention to both the actual, as well as the often - overlooked perceived value.
Your goal is to have attendees go home and speak positively of their experience at the event, so that future events are more welcomed by potential attendees.
No event is ever perfect, but the goal should be to assure the best one possible.
Only comprehensive discipline, planning and attention to detail will achieve this result.
Hopefully, these 8 Steps To Assure The Best Events, will help you in this pursuit and quest.
Source...