There are few better ways to motivate a workforce than through a well-planned, tightly coordinated event. When all the components fit together and function as an efficient machine, it’s a satisfying feeling. Event managers can attest to that, but they’ll also tell you it isn’t an easy responsibility.
So how do you ensure success?
We’ve compiled 12 need-to-know tips so you can plan a work event without breaking the bank — or a sweat.
Budgeting
We’ll start with one of the most crucial stages — budgeting.
1. Research Past Company Data
Once you’ve determined the basics of your event, search through your company’s history of event planning. Find data about how much they’ve spent and adjust to account for growth. Reach out to other members of the team who handled past work events for their advice moving forward, and any possible suggestions.
2. Prioritize by Importance
Decide what is most likely to determine the success of your event, and allocate your budget appropriately. For high-value elements of your event, like a spacious hall for a conference on communication, place a large portion of your money there. Doing so will cut down on waste and improve your overall efficiency.
3. Keep an Emergency Fund
Unless you want to find yourself neck-deep in unexpected costs, it’s essential to set aside an emergency fund early on to account for any potential problems. You don’t have to spare very much, but it should cover the cost of a replacement if your speaker decides to cancel on you at the very last minute.
Promotion
Once you have your budget managed, you can proceed to marketing to get the word out.
4. Use Social Media
One of the most cost-effective forms of advertising available, your company’s social media accounts are an excellent way to advertise your upcoming work event in hardly any time at all. Just organize a few posts, schedule several in advance and keep your followers informed of the relevant info.
5. Offer a Small Incentive
An example of this strategy, Bergey’s 2018 Customer Trade Fair integrated several incentives into their event, offering prizes for online registration. You can use an inexpensive incentive to attract more attention to your next event or conference. Try to find items that suit the theme and the interests of attendees.
6. Advertise Post-Event Activities
A post-event activity doesn’t have to cost you thousands of extra dollars. It’s as simple as inviting attendees for a post-event discussion of the subject matter over coffee and pastries. If you use the venue you already have and get refreshments from an inexpensive shop, you can get a high return on your investment.
Attendance Management
Making sure you’ve stayed on your timeline, look into the area of attendance management.
7. Consider Convenience
When it comes to improving your turnout at the next work event, the issue will fall squarely on convenience. Don’t settle in this regard. Ensure you’ve planned your event during a convenient time, in a convenient place, so the emails you send out don’t end up in the trash bin.
8. Use an Email Template
There are hundreds of templates online that can save you time on formatting and brainstorming. Search for something that fits the style and tone you’re leaning toward, then fill it with your content. It’s a productive way to generate the necessary material without getting bogged down with details.
9. Automate Your Follow-Ups
Use a program to automate follow-up emails, keeping in close contact with the people you invited. The most efficient use of your time is to write these emails in advance, load them into the software and let it handle the rest. If something changes in your plan, however, make sure to adjust the content.
Software
You depend on tech to stay productive. When it comes to planning an event, it’s no different.
10. Microsoft Excel for Budgeting
With many of the same utilities as more expensive programs, Microsoft Excel works just as well for spreadsheets and simple accounting tasks, and you already likely own it.
11. Bizzabo for Promotion
Equipped with a full suite of promotional tools, Bizzabo is an excellent choice for any event marketer, with plans scaled to fit different requirements.
12. Rebump for Attendance Management
Rebump is a reliable program for automating your follow-up emails, an essential part of staying in touch with those you invite to your work event.
Happy Planning!
A work event is no small undertaking. But if you manage it successfully, you can expect an enormous boost in employee morale, solidarity and productivity. It’s an opportunity to validate hardworking individuals for the time they invest in their company, so you should treat the process with due respect.
And don’t let it intimidate you! You have the responsibility for a reason, after all.
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