21 Tips for Hosting a Successful Event

“It’s the little things that make a BIG thing THE THING. Never skip the little things.”
Heidi Richards Mooney

Every year when the Fall Season approaches businesses and individuals begin planning for the holidays. In fact, it is the perfect time for companies to get ready for their next BIG promotion. One of the things to think about is hosting an Event. It could be a meeting for a group of people, it could be an open house, or it could be a formal occasion. No matter what the event, there are certain components when properly executed will keep people talking about the event long after it is over.

Of course,  if you happen to be the one doing the planning, there will probably come a time when you say to yourself,  “I just cannot wait for it to be over!” Why? Because we know all the work and details that go into the plan and it can be overwhelming.  Even the little annoyances and minor challenges can be the difference between hanging up our planning hats or not.  Those “planners” who are armed with an action plan feel satisfied and are even excited to begin working on their NEXT event.  Even the simplest of events requires planning, preparation and follow up.

Here are 21 tips to help you pull off the perfect event that will build your CONFIDENCE and set the tone for events to come:

1. If you are planning to host an event with more than 20 people, consider recruiting a co-chair to help with some of the details.

2. Use a personalized invitation to invite guests to your event. Follow up with the registrants and provide complete event details, such as location, time, directions and proper attire.

3. Encourage your guests to bring plenty of business cards to exchange with other guests

4. Consider inviting your customers, suppliers or prospects, when creating your invitation list.

5. Generate targeted emails to these groups to let them know what you are offering.

6. Design a postcard Invitation to send via email.  Or use one of the free online invitations available such as Yahoo Invites, Evites, or Sendomatic. 

7. Consider having a drawing to encourage attendance — such as a complementary service your company can provide or a coupon for something from a partner or supplier.  

8. Get a Sponsor for the event to help underwrite the costs.  Make sure the sponsor’s name is included in the invitations as well as mentioned during the event.  You may also wish to give your Sponsor 5 minutes to address your guests, a table at the event which they can use to place their marketing materials in addition to allowing them to distribute their information to guests.  If the sponsor makes a significant contribution to your event, consider giving them a Free attendance. 

9. Post the invitation on your website. Create a unique registration page to gather information.  Make sure it includes information to RSVP.

10. Make sure all invitations, notices and flyers include information to RSVP.

11. Choose a time that will work for the greatest number of attendees and you.

12. Consider hosting your event at a location other than a restaurant or country club.  Some ideas include having your event in your home, at a vendor location (such as a technology company), at a City Hall, or Chamber of Commerce, University or College, Tech School, Newspaper, Outdoors

13. If you are hosting an educational event consider topics that would relate to Women and ECommerce. (See suggested topics for WECAI meetings).

14. Keep a current list of registrants, updating it to reflect new guests. 

15. Send out more than one invitation.  Some people don’t read the first one sent, so it is always good to follow up with a second and even third notice.

16. 24 hours before the event, send a Reminder email notice to your guest list to ensure as many guests as possible will show up the day of the event.

17. If you are charging for the event – to cover costs of the meal, location, etc. have a deadline for sending in the money – RSVP (agreed upon with the venue/caterer/restaurant).

18. Consider giving a prize or special incentive to all who register EARLY. Or have a contest and choose a winner with a prize for early registrations. You could ask a Vendor to donate a prize just for this.  Extra PR for both! on time.

19. Be sure and let the media know of your plans as they unfold. For instance a release to “announce” the event, another release to announce any special guests or speakers, a third release for sponsors and an overall release describing the event in greater detail. 

20. If you do have a speaker, give her/him adequate time to present allowing time for guests to ask questions.

21. Collect business cards or have a registration card at the sign-in table.  This way you can follow up with your guests and thank them for attending. Be sure to send thank you’s after your event to everyone involved.

Here are some related articles that may be of interest in Planning the Perfect Event:

Planning Special Events – Six Strategies for Success  and Special Event Planning – Develop Your Master Plan

©Heidi Richards Mooney – is an  Entrepreneur,  Business Coach, Student of Social Media and the Author of 8 books including: “Rose Marketing on a Daisy Budget ~ How to Grow Your Business Without Spending a Fortune.”  She is also the Publisher of WE Magazine for Women. Stop by http://www.speakingwithspirit.com to get a FREE copy of chapter one of Quirky Marketing ~ 365 Ways to Promote Your Business Using Zany and Non-traditional Holidays

Eileen Williams said,

August 15, 2009 @ 11:13 am

Great tips from a master planner! Looks like you’ve got these types of events down to an art, Heidi. Thanks for sharing your knowledge and your expertise in such a helpful, step-by-step manner. I’m pulling out your list the next time I schedule an event.

Heidi said,

August 15, 2009 @ 3:58 pm

Eileen,

Thanks so much for stopping by and leaving a comment. And through trial and error (many of them) I found what works and what doesn’t when it comes to planning a stellar event. These are just the basics and yet if you only follow the basics, you come out a superstar!

Thanks for your kind comments!

Heidi

Kathie Thomas, A Claytons Secretary said,

August 21, 2009 @ 10:09 pm

This is very timely. I’m planning an event for next year for my industry so will be printing this list off. Thanks Heidi.

admin said,

August 22, 2009 @ 9:21 am

Kathie, Glad you found value in the list! Wishing you all the best with your event.

Warmest regards,

Heidi

Debra Stokes said,

August 22, 2009 @ 10:15 am

Heidi,
These are tips that will truly make the difference between a gathering and an EVENT! You said it all at the beginning – paying attention to the little things is what makes the big thing BIG!
Thanks for sharing.

Pam Archer said,

August 23, 2009 @ 5:36 pm

As you always do, Heidi, you post something that we can all learn from. I have bookmarked this page for future reference.

Heidi said,

August 24, 2009 @ 10:47 am

Dear Debra and Pam,

So glad you found these tips helpful. I wrote them several years ago when putting together an event that was making me Pull my Hair OUT! I had to get a handle on the situation and come up with a working formula that would help me for events to come. This list has come in handy and saved many a heartache along the way.

Hope they do the same for you!

Heidi

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