Many organizers have no idea what the stages of an event are. Nor how they can use it to achieve success and ensure the best experience for the attendee.
To ensure the effectiveness of the planning of your event, it is essential to understand what these stages are and, above all, what should be done in each one.
Therefore, if you are an organizer or part of the production of an event, this article can help you in this process. Learn more about:
- The stages of the event;
- Pre-event;
- During the event;
- Post-event.
Know the stages of the event
Thinking about the gains that the events provide, several companies and educational institutions invest in them.
These gains can be exemplified by the ease of passing on training or information that needs to be given to all employees, as well as other related reasons.
Educational institutions, and here I also include teachers, students and researchers who are interested in developing this project, use the production of events with the aim of sharing the knowledge produced there.
And knowing the stages of the event will help you make an excellent meeting.
So share these tips with your organizing committee, because your team will accompany you in all processes.
As well as the support team, which can even be composed of the students involved in the project.
Pre-event
Planning
Planning is the first step to organize any event, party or meeting.
In this step you will prepare yourself for all possible unforeseen events that may arise.
So, it’s important to have regular meetings with your organization and support team.
Therefore, the exchange of information between you will be essential during the event so that all activities happen as expected.
For this reason, it is interesting that you lay out everything and track the data of your event in real time with everyone involved in the organizing committee.
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Objectives of the event
In order for the event to meet the expectations of the attendees, it must have a defined objective.
Being able to contain more than one objective, the event must present them during the entire promotion.
As such, attendees will already know what to expect and the feedback from the event will be excellent, as you are sure to reach the right target audience.
Date, time and place
As important as setting the goal, the date, time and location must be thought through during the planning stage.
These decisions affect everyone involved, be they speakers or attendees.
For example, if you are looking for a place to hold your in-person event, pay attention to nearby hotels and mobility.
Likewise, pay attention to private transportation and nearby public transportation lines.
In the case of hybrid and online events, you should consider the platform for the transmission of the event. This is the time to make quotes and choices based on what ensures network stability, attendee safety, and interactivity.
Finally, before setting a date and promoting it, make sure that the speakers you want to invite are available, since they are also invited to several other events and may have a busier schedule.
Budget
Budgeting is an indispensable step for your event. After all, several items of promotion depend on the good administration of it.
Regardless of whether your expenses will be passed on to attendees through registrations, or if the organizing committee will have sponsorships, it is ideal to have a financial planning.
If your event is corporate, the budget is also a very important phase, since there are expenses such as coffee break, pamphlets and outreach materials.
Promotion
Start promoting your event early. This way, it will have more visibility, thus attracting more attendees.
First, create branding. In other words, the management of your brand or visual identity that will be reinforced throughout the dissemination of the event.
These are sets of elements that convey the personality of your event and attract the audience.
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Then you can develop social media planning by focusing on points such as social networks, online ads for events and even traditional media such as newspapers and local TVs.
Hire an event platform
Once you understand how organizing the stages of the event can be laborious for you and your team, hire an event platform to simplify all these steps.
Even3 provides a software with features that automate the organization of your event and make you focus on what really matters.
For example, safe payment of registrations through cards and other means, website with all the information of your event, automatic sending of certificates and much more.
During the event
Organizing committee
It is at this stage that you, the organizer, will need all the help you can get.
Several activities will take place at the same time, with attendees looking for information, as well as speakers needing assistance.
Having a team that accompanies you during all the organization processes is essential to win the trust of the attendees and show that everything will happen as planned.
Scientific committee
Events of the academic area usually count on the presentation of scientific papers, these works that need to undergo a more rigorous evaluation.
This assessment will determine whether the submitted article is able to be a part of your event.
Subsequently, the scientific committee is also responsible for compiling these works for publication, known as Online Proceedings.
Check-in
This is a step more than fundamental.
After all, it maintains the organization and good flow of the event, especially for large ones, with many activities and plenty of attendees.
Therefore, for a good check-in to happen, you can follow some tips, such as:
- Offer badges for attendees and speakers;
- Count on technology to reduce queues at your event.
This way, you can have control over the number of people present at the moment, who is enrolled in a specific activity and was present, among a series of other things.
Still, betting on check-in applications, offline check-in and platforms for online events will be safer and faster.
Support Team
The support team serves to complement the responsible team. That is, it may have a responsibility that varies from event to event.
These responsibilities range from providing water and supervising hygiene at the sites to coordinating the team of monitors and those responsible for the proper functioning of the activities.
Post-event
Certificates
If you have come this far it’s because you already know how to carry out the stages of the event in the best possible way.
So, you can already think of the certificates, they are the ones who prove participation in your event.
Que tal baixar vários modelos de certificados gratuitos para começar a usar no seu evento?
The certificate gives validity and authority to your event.
But sometimes it is extremely tiring to produce them and send them to each attendee.
Because of this difficulty, many organizers opt for a more agile solution, such as using software that automates production and sending of certificates.
Promotion of the next event
First of all, seize the opportunity of publicizing the next event!
Use the space of acknowledgements and last considerations to make a deal with the attendees of this edition to invite them to the next ones.
If you already have speaker and activity confirmations, this is a good time to announce that to the attendees.
So they can make preparations to come back at the next event.
Now that you know what the main stages of the event are, get in touch with your trusted team and embrace the challenge of a recurring event!
Feedback
Finally, nothing better than knowing what didn’t work and what you can improve in your event, as well as understanding what worked to repeat in the next edition.
Feedback facilitates this communication with attendees as well as speakers.
Understanding what you can improve is the key to your event being a success and ensuring that other editions take place.
So, how about starting to put all learning into practice? Create your event for free with Even3.