As an event planner, you’re constantly dealing with new developments in every event planning and organizing stage. Additionally, things are changing so fast that it’s difficult to follow the same blueprint you may have used only a few years past. This means that event organizers will need to find a way to adjust to meet the audience’s needs while keeping everything as a single whole.
But dealing with change is not so easy. Some changes are huge, and others, not so much. Being a few drinks short on the day of the event is an issue, but it may not be as impactful as faulty audio equipment at a virtual event. Situations like these underline the need for event organizers to be flexible and responsive at events. In this article, we’ll explore why flexibility is important and recommend some tips for success in the new world of event planning.
So, why is it important to be flexible when planning your event? We look at a few reasons here:
Events have so many moving parts, so it’s always possible for something to falter. It’s not always a major problem, but knowing there’s that possibility is important. Understanding that this is possible encourages you to plan to deal effectively with any problems when they arise.
Planning to deal with problems can take many approaches. This might include keeping backup devices for your events in case something fails or studying previous events to see where issues have arisen in the past. By understanding where you or your organization have run into problems in the past, you can make plans to tackle them if they arise again. It’s important to stay proactive and observant so that you can provide solutions as quickly as possible.
When the pandemic started, many organizations had to cancel their in-person events and move them online. It took some adjustment for event planners to get used to the new platform. Yet, hosting meetings in a virtual environment allowed organizations to break distance barriers and reach a larger number of their target audience. By reaching more people, businesses could increase their impact on their global target audience. So, the problem created a new opportunity that several businesses could harness to their advantage.
As an event organizer, it’s important to be positive and look for new opportunities in challenges. Suppose a speaker cannot make it physically to a hybrid event. In that case, you might solve that by helping them set up from a remote location. The key to finding new opportunities is staying positive at all times.
Attendees care about results, not complaints. While that may seem like a statement reinforcing the pressure from events, it should help all event organizers remember the focus. As an event organizer, you should always focus on optimizing the event for your attendees and sponsors.
Understanding what is of the highest priority helps you to simplify complex situations and get to a solution quickly. You can simply ask – What would be the best for my attendees and sponsors? Your attendee is king, and you can never go wrong in ensuring they receive the best experience.
Here are a few tips to keep in mind while planning an event in the post-pandemic world:
Whether you’re planning a virtual, hybrid, or in-person event, it’s important to determine your goals from the outset. You’ll need to ask yourself this question and determine an answer. Your goals need to be as simple and clear as possible. Understanding your event goals helps you to define priorities when adapting your event to changing situations.
Having a great event partner is critical for success. According to Bizzabo, 80% of event organizers who use event apps have no trouble proving their event ROI. This highlights the importance of a great event platform. They’ll help you find and address problems quickly, so you don’t run into hitches with your event.
As much as your organization may already be used to one format of events, it’s critical to stay ahead of the curve. For example, if you plan to host an event for international students, it may be better to host it online. This helps you and the attendees save money, time and stress.
In staying flexible with your event planning and organization, communication is key. It’s important to let attendees know well ahead about any changes so they can properly adjust. Ensure to communicate consistently across all channels, so your attendees get the right information on time.
Performedia is a virtual and hybrid events solutions provider that helps you through every stage of your event planning and organization, from marketing to event streaming to analytics. We’re committed to helping you create an amazing event flexibly. Here’s how we do so:
Our total boutique approach means that we’re involved every step of the way. We work with you to determine what you want from your event and provide solutions to help you maximize resources and deliver a consistent experience.
In an industry where changes are constantly happening, we’re always available to provide real-time support to you, your sponsors, and your attendees. We also offer BOTG (boots-on-the-ground) at your hybrid event, so we can quickly help you solve problems.
We help you maximize event video marketing so that you can deliver more value to your attendees. We conceptualize, capture, edit, mix, and publish videos for you, reducing the work you have to do.
Data analytics is critical for improving the quality of your events. We provide excellent tools to help you understand your audience, so you can consistently provide an amazing experience for your attendees.
Although it seems difficult, staying flexible is essential for creating an amazing experience for your attendees. By establishing your goals, understanding priorities, and working with a great event partner, you can surmount the hurdles and deliver a consistent experience at your event.