Pre-planning is pivotal to a conference or events’ success, spending the time to build strong event foundations results in a profitable conference or event that delivers a strong key message, engaging experience and value to attendees. So where do you start and how do you plan for success? Read on for the Eventful Projects’ team tips and get yourself on the path to success today!

Begin the planning process as early as possible. Create a mud-map for the event, brainstorm ideas, engagement solutions, develop a timeline with key deliverables and responsibilities, determine ideal dates and select a suitable venue. The earlier you start planning your next conference or event the more options you will have available to you!

Look at your conference or event’s historical data, what goals were established, did you meet them? Why or why not? Perform a SWOT (strengths, weaknesses, opportunities and threats) analysis to address short comings and prepare for the next event.

Create projections for your next conference or event based on your review of the historical data. Where is your event heading? Will you have more attendees, what are the growing trends and expectations that attendees have? What financial constraints or KPIs to you need to adhere to? Do you like what the projections are reflecting? If so how will your current tactics influence this event? If you are not happy with the projections, how do you need them to differ? By what degree? Identify the changes that need to be implemented so that you can deliver a successful event.

Establish SMART goals and be sure to communicate these to all key stakeholders so that you are all working towards achieving them. SMART goals are:

  • Specific, make sure you set goals that are clearly defined
  • Measurable, your goals need to allow you to determine if you achieved them. How will you measure success?
  • Achievable, do set goals that you can actually achieve
  • Results, set your goals so that they measure outcomes not activities
  • Timely, ensure your goals have a completion date or point so that when you reach this they are assessed

Identify what your conference or event costs are, create a comprehensive budget that is maintained during the events’ life-cycle. Identify possible areas for cost savings that can help you reach your ‘magic number’. If cost saving techniques are not working, then review ticket pricing structures.

Once you have established a conference or event budget and determined the break-even point, now you can proceed with creating a ticket pricing structure. Remember to review your pricing structure and take into consideration if you are priced correctly, are adjustments necessary to bring your pricing inline with industry standards, will you offer you a special service you are not currently offering? How will you price these?

Grow your event, enhance the attendee experience, strengthen partner networks and support your budget with conference or event partners.  Leverage off your existing networks or industry partners to see how you can collaborate to achieve your goals. Remember that partnerships are a relationship, ensure you are meeting the needs of partners also!

Grow your event by offering an affiliate or loyalty program. Build a program that supports your business goals and attracts customers/attendees to join. Think about offering a referral program to members in order to help grow your conference or event.

Create benchmarks to help you reach the SMART goals set. Benchmarks allow you to make assessments during the events’ lifecycle implementing adjustments as required so that you reach your goals!

At Eventful Projects we are a team of specialists who design, manage and deliver conferences and events. Our wealth of knowledge and experience sees us delivering customised strategies for our clients, ensuring they achieve objectives on time and within budget. Contact us for a free one-hour consultation to see how we put our magic into your conference or event!

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