How to Organize a Memorable Event?
The event organization sounds very simple in theory. When you know what you want, you should also know how to get there. And if the task assigned to you is interesting, what can go wrong? Nothing—or maybe everything!
All of us have organized an event at least once—whether it's a birthday, gathering, or celebration. However, regardless of how small the event may be, since it's personal to you, we believe that you still felt a certain amount of stress because you wanted everything to go according to a pre-prepared plan and program.
Just imagine the level of responsibility and stress when you have to organize an event for over 100 people! But that's why there are so many event agencies - when you leave everything to the professionals, all that's left for you is to show up and enjoy the perfect event that everyone will remember in the best light.
What Does the Event Organization Look Like?
The event organization process can be divided into four stages:
- Preparation for the event
- Activities on the day before the event
- Activities during the event itself
- Activities after the event
Preparation for the event
When is the right time to start preparing for the event? Essentially, the answer will depend on the type of event and the number of guests.
The preparation for smaller events, such as workshops and trainings that will gather up to 50 people, can start only a few weeks before the event itself.
On the other hand, major events that gather from 100 to 1,000 or more guests, such as conferences, forums, fairs, and others, require much longer preparation that can last several months.
However, regardless of the type of event you are organizing or how long the preparation takes, it always includes the following elements:
- Defining the theme of the event
- Conceptualizing and describing the event
- Designing the conceptual solution and visual identity of the event
- Determining the date and venue of the event
- Preparing the program and agenda
- Defining and contacting participants
- Creating a contact list
- Sending invitations
- Organizing accommodation for guests if necessary
- Preparing and printing all necessary materials in accordance with the theme and concept of the event
- Providing technical support
- Offering support through employees or volunteers (moderators, hostesses, etc.)
- Providing media support if necessary
- Arranging catering
- Preparing gifts for guests
- Providing photographers and videographers
- Managing complete logistics
Of course, all these elements must be in accordance with the predefined budget.
.jpg)
The day before the event
The day before the event is when every item on the list above (and perhaps more) should be checked off, as if the event were happening then, not the next day. It's perfectly acceptable to finalize certain tasks on that day because it's typically reserved for a dress rehearsal, during which everything is checked one last time to ensure it's as it should be.
We use the day before the event to prepare the space and everything that should be in it, conduct technical and tonal rehearsals, confirm that all printed materials are provided, ensure gifts are prepared, and verify that catering will arrive at the announced time. The day before the event is also when all the details and arrangements can be reviewed with the presenters and speakers for the final time.
A detailed check procedure is particularly important for larger events such as conferences, fairs, forums, and similar gatherings. This type of event requires complex organization, leaving more room for mistakes.
On the day of the event
Despite the dress rehearsal where you've checked every detail and visualized the entire event, you'll only receive confirmation that everything is right at the event itself. Essentially, this is the day when you welcome guests, ensure everything goes according to plan, and ideally, enjoy the fruits of your weeks or months of work.
No matter how big and complex the event, it's always important to have a team of people with you, each responsible for their own task or 'area' to cover. This ensures that everything runs smoothly at every moment during the event.
And, of course, always expect the unexpected because something you couldn't have predicted could always happen. Be flexible, spontaneous, and ready to react in the best possible way because, well, it happens! But when you have a team of professionals with you taking care of every detail, there's no room for worry.
After the event
It's only the day after the event that you can really relax—it's over! Now, it's necessary to thank all participants and guests, send a press release and accompanying materials if necessary, or prepare reports only for internal needs.
As much as you may want to lie down and get some sleep because the days before the event are likely when you sleep the least, it's important to conduct an evaluation and map out all the details that could have been handled differently. By analyzing what has been done, you'll gain significant insights into how to improve each time.
.jpg)
smartpoint adria - your event organization agency
Event organization is not something that should scare you, especially since it is of great importance for every company to organize events for its employees from time to time (such as team-building activities, internal workshops, and trainings), as well as events that help connect with business partners and associates (like conferences, fairs, business trips, and celebrations of important dates or achievements).
If you want to make the whole process easier for yourself, contact us! From team-building activities, parties, conferences, and forums to celebrations, promotions, and openings... Our event team can handle it all because organizing various types of events is at our fingertips.
Explore some of the events we've organized by visiting this link - Event Organization.
Event Organization: Services We Provide
We are extremely proud of our wide and diverse portfolio of organized events, through which our clients have celebrated their successes and important dates. With each new project, we strive to push our own limits and offer innovative ideas that align with the set goals.
You can expect from us:
- Consultations during event planning
- Creation of strategy, concept, and program of events
- Financial planning and budgeting
- Choosing the best space according to the type of event and the overall idea
- Technical support
- Support in the form of translators, moderators, hostesses, etc.
- Communication with speakers
- Inviting guests
- Organization of accommodation and stay for guests
- Designing and preparing gifts for guests
- Preparation and production of all necessary materials
- Provision of catering - proposal and selection of food and drinks
- Media support and PR activities
- Photography and event recording
- Complete logistics - organization and monitoring of events from start to finish
Contact us - we look forward to a new joint project and a successful event that will be remembered for a long time!