We are excited to share with you our Business event planning tips that will make your next event a success.
Whether you’re planning a corporate event, a charity fundraiser, or a personal celebration, our comprehensive guide will help you navigate the entire process from start to finish.
Our tips are designed to ensure that your event runs smoothly, meets your objectives, and is an unforgettable experience for your guests
Running a business is not just about starting your shop. Nowadays, it would be best to take responsibility for what you do.
Wrong or right, any decision you take will have its consequences. And the person who bears it will be you. In the world of competition, business owners plan everything in detail and are well-researched.
You avoid mistakes that can make your decision go wrong; with that, you save money, time, resources, and your image.
The same things go when you plan event marketing for your small business.
Benefits Of Hosting A Event For Your Business
Small business requires more grip on their customers to make sure they have their attention.
Since the period of the customer’s attention is short, the business needs to upgrade its methods of engaging.
Hosting events are another beneficial idea for small businesses. With events, you get more interaction, deeper connections, and business upgrades.
From sales to advertisement, hosting events can be helpful in many ways. But also, for small businesses, it becomes a chance to get better resources, connections, and references for future help.
You get more people to know about your brand, but it comes with many benefits too.
Get Brand Exposure
A properly marketed event can help you in attracting more attention. You can get media and investor attention too.
Pay attention to other events in your locale, and see how people and media react to them. Also, you can get an idea from them and use it for promoting your events.
Get the information and names to make your event. The more unique and unusual events you are hosting, the better converge you will get.
Also, make sure you are offering something different so you can stand out. It will make your event memorable to your customer.
Get Better Traffic & Sales
When you promote your event well, you also see the difference in traffic.
On the day of the event, you will see more people visiting your store. It increases the foot traffic too which is beneficial for getting more customer engagement.
Apart from this, you can get traffic to achieve more sales. However, make sure you have the staff to handle the numbers in traffic.
Don’t ignore the customers and make sure you make them feel welcome. Also, pay attention to improving your customer experiences with you so they would like to try your brand next time.
Get More Interaction
When you host an event, you offer the customers to try your brand firsthand.
But with that, you also get more interactions and establish your relationship with your customers in a better way.
You can also focus on boosting the first impression in front of your new customers. The event helps you in giving a positive start to your customer relationship.
Interacting with your customers face to face helps you to understand more about your customers. Also, they will get to understand better about your brand as well as you on a personal level.
Get the Benefits Of Social Media
Using social media for promoting your event boosts your presence and interaction with people online.
Creating hashtags, sharing photos and videos, and making your audience interested and more excited about your brand.
With the help of social media, you can get engagement, and people will get positive feelings too. Hosting an event also shows you more than a provider, it gives a behind the scenes for your customers.
Get Potential Customers & Investors
Getting customers and investors is one of the biggest benefits for a small business.
Hosting an event helps you target your customers and ask them to join the event for a first-hand experience.
With the help of the environment and overall, you can interact directly with your customers. It increases the chances of getting more potential customers for your brand.
The same goes for your clients and investors. Interesting events also attract the attention of potential people who can help you boost your small business.
Get Positive Feedbacks
Hosting memorable events also helps you get positive customer feedback and reviews.
When you get positive reviews on Google, Yelp, etc, it also helps boost your overall presence in the search engine.
With this, your brand looks more credible and trustworthy to your customers. It helps you in getting more people engaged with your brand in the future.
In a small business, you must have resources, and the more you have, the better you will run the business.
Not only do the connections help you get more resources and save money, but you also get a chance to work without much of a bump.
Networking and connections help you to prompt your business. From getting sponsorship to help you to people promoting your brand, hosting events can benefit in both senses.
Tips To Follow At Different Stage For Event Planning
To host a memorable event, you are going to plan everything from the very first stage to the end.
No matter if you are hosting a customer appreciation day. For seminars or conferences, follow these tips to plan your event successfully.
Stage One: Before You Start Planning
1. Decide Your Targeted Audience
The first tip before you start the planning is, Decide your targeted audience for what you are hosting the event and for whom.
Are you planning to promote your product or services? Or is it celebrating a special day for your brand? Choose what the event is for and the importance of celebrating it.
When you know about the reason, you will easily know whom you are targeting. The event can be for improving your relationship with customers, networking, promotion, etc.
With this, you can plan out your complete event planning based on your target audience. It will guide and help in staying focused on where and what you should do.
2. Look Out For Other Events
When you plan your event, check the dates and see if there are not any other events coming up. Also, avoid planning your event on popular vacations or holidays
Check before you plan to fix the date for the event. By this, you can get more people to attend your event. Hosting near holidays or festivals, people might choose not to attend in the first place.
3. Know The Purpose Behind the Event
Before you start your planning, make sure you know the purpose.
You should be clear about the reason why you are hosting the event in the first place. Before you host the event, get a clear picture of what you want from this.
Are you hosting this to boost the presence of your brand in the market? You can plan it for developing your customer loyalty as well.
4. Get Advance Help
Hosting an event does not always go according to your plan. Sometimes you end up facing situations that are not on your list.
To Solve and tackle it, you are going to need backups. Before you plan, get the list of help you can ask for at the last minute.
Stage Two: Event Planning & Budgeting
5. Be Realistic With plans
Planning for the event, you might want more and more people to attend. Also, You wish to get the best to form your event and it’s okay.
However, make sure you are not expecting something which can’t be real. Get your plans, goals, and ideas written first.
Focus on every possible option that you can choose for planning your event. With this, you will get a clear picture and a realistic plan ready to execute.
6. Get Everything In Detail
When it comes to planning, most of the time, people end up forgetting a few things. Well, to not do this with your event, get a paper, and note down everything from start to end.
Add what you are going to need, from lighting to transport, to refreshment and every single detail.
Pay attention to overlooked points like parking space availability. Your guest would love to know that they can easily park their vehicles without any worry.
Making a list of things you are going to need will give you peace of mind but also a hassle-free plan.
7. Decide The Mood
Take a break to decide the mood of the event. The feeling is important to give an idea about what you are holding the event along with making others feel comfortable too.
For example, if you are hosting an event for networking, then the decoration, food, drinks, uniform etch will be according to that.
If it’s about networking then you focus on keeping the environment friendly and comfortable. When the mood is decided, it can help your guest to open up and have conversations too.
Make sure your goal and purpose blend perfectly with the mood of your event.
8. Be Flexible
It’s natural to have sudden changes and you have to fix it as fast as you can.
With the sudden change in locations, size of the event, and many other processes, you can be perfectly fine as long as you know what you want.
When you are clear about the vision and reasons behind why you are doing it, you can be flexible with your plans.
Being flexible helps you in solving the situations much faster and not losing your sense of direction while planning the event.
9. Make Smart Goals
What you can do to make your guest feel more welcome and appreciated?
Well, there are options like live events as it can help you in sharing your brand. Connecting with your audience is a vital part. Always have a strategy when you are planning your event.
10. Find Your Limitations
For a small business, there can be a lot of things that are not in your hands. However, knowing your limitation has its bright side too.
When you know about the limitations, you can plan your event according to that. It eliminates the risk and chances of errors.
You save your time and effort. Along with that, you can plan the event based on that.
11. Set The Minimum Possible Budget
To plan your event, budgeting is the utmost important stage.
You get the base which helps you to know how far you can go with the budget and expenses. Also when you budget, you can plan further things in a better manner.
It depends on the type of event you are hosting. As compared to an essential event where you need a good budget, a non-essential event honestly requires it that much.
Know the points where you need to hire services or add new things. Get everything ready so you can avoid overstepping the budget.
12. List The Essentials
Locations play a vital role when it comes to hosting the event. You must look for places where the guest can easily reach.
But here you also pay attention to not overspending. Hosting in a big or fancy location doesn’t ensure you a successful event.
You can get the locations based on services and easy-to-reach-like features. You can even choose old buildings or host the vent outdoors along with decorations to give a new look.
Avoid spending too much money on the venue of your event. Instead of going with fancy hotels, clubs, or locations, you can choose what comes under your budget.
Choose practical and budget-friendly locations. You can always do an extra touch up to give a fancy vibe.
13. Think About Sponsorship
For a small business, getting sponsorship can be a huge beneficial deal. You can save a lot of money and also promote your brand.
Some of the sponsors offer to fund everything while some offer part of it, in both, you get good help to save money and host the event.
Getting Sponshering also boosts your brand’s legitimacy and credibility. It makes your brand look trustworthy as other companies or brands are ready to sponsor your events.
14. Get Your Financial Plan Ready
Hosting an event can cost more than you think, the expensive prime sides are a venue, food, and beverages.
You can get professional help to plan out your event within the budget you are looking for. Or you can seek partners to host it with you.
The more people you have, the better impression you will get in the event. Also, your guest will find you a trustworthy and credible brand.
15. Consider Crowdfunding
Image source: Eventmanagerblog
when you are hosting the event on your own, it comes with a lot of risks. Investing the money might be riskier for your small business.
Instead of using your capital, you can also seek help through crowdfunding. By asking for help from platforms you can get the people to finance your event.
Also, it will boost the awareness of your brand along with getting funds from crowdfunding.
Stage Three: Promoting Your Event
16. Get Detailed Planning
To promote your event, first, get into details. The more clear you are the better promotion you can do.
Make sure to have the basics clear. It includes :
- Who you are targeting?
- What’s your motive?
- Why host the event?
- What do you expect as a result?
Get answers to these equations first. When you find yourself having detailed ideas and planning, start promoting and marketing your event to gather more attention.
17. First Promote To Target Audience
Image source: Newoldstamp
Focus first on your audience and reach out to invite them. Don’t start sending emails to every single person, but get the list of interested people and ask them to join you.
When you know who is your targeted audience, you can easily approach them. Use your medium and channels to find them and make sure to invite them first.
18. Give Reasons To Attend
What makes your event appealing to get the people to visit? It’s the most important question to answer.
The customers will look for the reasons first and what they will get from it. For the consumer, there can be the benefit of using freebies and demos of your products.
As for the business crowd, you can offer content for educational purposes.
Offering a particular reason for your audience excites them to visit your event. With this, you can get more attention and benefit from it in the end.
19. Promote The Benefits
Image source: Wordstream
Don’t depend on your family and friends to promote you.
What are the benefits and why your audience must-visit, advertise the plus points? Ask your speakers or influence people to promote for you.
20. Use The Media
For a small business, pitching to the journalist is a bit difficult. Also, they are not interested if you are not showing the bright sight of the event.
Pitching your event to them makes sure you use all the brownie points to get their attention.
Also, use other sources. Get the help of social media and use the different channels to promote your event.
21. Get Help With Hashtags
Image Source: Socialmediaexaminer
Using Hashtags for promoting your event and making others aware of that.
You can use Twitter as it’s one of the best ways for promotion. Also, it creates a sense of community, and using powerful hashtags can connect more with people.
Use the tweet button to help your audience promote it via their account. You can use it for sharing photos and other behind the scenes with your audience.
22. Get Paid Advertisement
Image source: Wordstream
Using paid advertisements on social events like Facebook, Linkedin, Twitter, etc can help create more awareness.
However, for small events, it’s one of the most overlooked options. With this, you can get more access to people around the geographical locations.
You don’t have to choose a large budget for this, even a small investment can do the job.
23. Pre- Event Promotion
Image source: emmaemailmarketingblog
You can build the hype to make your event exciting and something your audience can wait for.
Use Google hangout or Twitter chat to create a sense of urgency. Hold small chats before the event starts. Invite your guest and speakers to share their participation in their social accounts.
Keep the event exciting and fun to attract more people. Create anticipation, highlight the best parts, and share photos.
24. Encourage People To Register
You can also encourage people to register them online. While you are inviting people to show up. But you can also make those people who can’t or cannot attend the event psychically, ask them to register themselves online.
You can also offer ticketing services to make it look authentic and trustworthy.
25. Record Promotional Video
Promotional videos can do wonders, but small businesses, especially small events, overlook the benefits.
Go creative with your promotional video and promote it on every channel you have. You can add royalty-free music, recordings, and interesting ideas to promote the event
A promotional video can also help you attract your targeted audience’s attention. Also, you can use it for creating anticipation.
26. Ask Local Bloggers
Your local bloggers have better reach and grip on the people around you. They have more information and ideas to reach the locals to promote the events.
Smartly using their sources for promoting the event can help you in big ways. You also get trust and credibility among the local audience.
Local bloggers have a wider reach and they don’t follow the rules set by traditional media.
27. Use Youtube Videos
After Google, Youtube is the second most used platform. People use it for uploading videos, content, events, interviews, etc.
By uploading your event videos or asking your guest to record themself for inviting people. You can use this as it will do the impact hugely.
Also, everyone can’t visit the event. You can upload the best parts on youtube, so those missed can get the idea from it.
28. Use Platforms Like Meetup
You can use platforms like Meetup. Such platforms can be helpful if you never did this before or have less experience in hosting events.
Using such platforms can help you in promoting your event. Also with the help of correct tools you can do RSVP management as well.
29. Create Your Group
Get a group where interested people can contact you. Once your audience knows about the event, they would like to have a community where they can share their thoughts.
Also, creating a group gives you an audience in bulk, You can use it for future events as well.
30. Keep It Easy To Share
Keep it easy for your audience to share your content. Make it simple for them to share it on their social media.
Also add photos, videos, and shareable content so the audience can promote the event for you.
31. Ask Your Locals To Promote
Local businesses around you are also one of the beneficial ways to promote your event. The biggest plus point is, local businesses or people know how to encourage others to join your event.
Also since they worked closely with other people, they have a better reputation and trust among the people. Asking them to help you can boost the credibility of your event.
32. Offer Special Gifts To Early Birds
People like to feel appreciated and when you offer something to them for praising their action, it boosts and encourages them to do it more.
You can offer incentives or bonuses or even some kind of offer to those who are doing early registration for the event.
It will help in creating a sense of urgency and people would like to get the tickets faster so they can enjoy the offers as well.
Stage Four: Get Your Team
33. Assign Duties & Responsibilities
Holding everything on your own not just causes the chances of risks higher but you end up focusing on less important things.
For a small business, budget is an important part of hosting events. However, making yourself efficient is important too.
Get the best use of the chances you get. Also, do smart work so you know your focus is not wandering on things that are not important for you.
But you are going to need people to help you out in making sure that the event goes smoothly. The first thing you have to do is to cater to your responsibility.
Focus on the important part, you are the host of the event. Attending guests is crucial but focusing on other arrangements is important too.
In such a situation, your team can help you in focusing your attention on the needed part. They will handle the food and beverages, whereas you can focus on your guest.
34. Make Sure To Do Follow Up
Don’t keep things for the last minute – ever.
Most of the time people end up confusing things and the mismanagement can show you amature in front of your guests.
Check as early as you and keep it more often. Pay attention to your team and to do necessary follow-up so everyone is on the same page.
When you ask for an update from time to time, the people will feel less frustrated. You can also guide them or solve errors before things go worse from that.
35. Treat Sponsors Like Kings
If you have sponsors for your event, make sure you are treating them well.
Show the sponsors that you appreciate their trust. Also, make sure to follow the promise you made to them when you pitched for getting the sponsorship.
Sponsors like to work with people more often who show professionalism but also understand the importance of sponsorship.
With this, you can build a good reputation in front of them and possibly get help again in future events too.
36. Ask For Feedback
Before the D-Day, make sure you get your feedback from your sponsors and team.
When you ask for feedback, they can tell you what they feel. Also lots of times, you can find the errors which are hidden and fix it much sooner before the day approaches.
If your sponsors need some change, with the help of feedback they can give you what they think of the preparation for the event so far.
You can do the necessary changes and keep your event perfectly planned. It also reduces the risk and hassles.
37. Get A Team To Check Social Media
Image source: Bizzaboblog
Ask your team to focus on social media. Make sure you are getting the best from the platforms available to you.
Keep the people curious and excited through sharing posts, videos, and other things. Ask people to follow up on your process for event preparation.
However, doing this alone can be a hassle since you have to focus on the event. So, having a small team or a number of people can help too.
38. Ask Vendors To Help You Out
Vendors, especially the local vendors are a great help. Those who are familiar with the niche you work in, they can help you in getting the result you are looking for.
Since the local vendors know how to work on a small scale, they will have the resources to help you out when you need it.
Stage Five: The Final Day
39. Set The Expectations
The final day arrived, well when you ask your people to join you for the event, you also build an expectation for them.
You need to know how much you are ready to deliver. Never promise something you can’t do. Your audience & client appreciate honesty instead of false promises.
To make sure you are not having some high or unreasonable expectations, keep it real from the start.
As an owner, you also need to check your expectations from the event. Focus on things you wanted but don’t let it ruin the event for you.
40. Watch Out for Your Attitude
Since you are the host of the event, it’s you who are going to drive people and set the mood of the event.
Your attitude toward the event is contagious. What you feel, behave, and the show will affect the other two.
Focus on how you talk and keep a genuine smile on your face.
41. Read The Crowd For Respond
You can get the idea by reading your crowd how your event is going.
When you see the people doing great, it means your event is going to be useful. If it’s not, then it means something is not right.
Also, please pay attention to your guest and how they are acting. You can have a lot of ideas about what will happen from how they are behaving.
42. Keep It Relevant
Staying relevant is a crucial aspect of the events. At least focus on 80% on relevance and make sure the audience is getting what they expect.
They should feel satisfied once the event is over. Also, make sure you are doing what you promised.
If your customer is here to experience the products and services, show them more about it. Also keep their curiosity high.
Always make sure that you offer your customer something when you are talking about your brand. People pay more attention when there is something for them in return.
43. Practice First
Knowing your business and presenting yourself in front of a crowd are two different things.
To not look nervous, practice on the way you talk, your speech, and your tone. Also, get the pointers in your head, so you stay on topic but not too focused on it.
You will get operations but when you know how to present yourself, you can get the best use of those opportunities in your event,
The more prepared yourself, the better confidence you will have.
44. Be Comfortable
People can tell when someone is trying to be comfortable and when they are comfortable.
Also, your mood can ruin the opportunities you were looking for. People tend to approach less to people who look not ready for the conversation, nervous or uncomfortable.
Pay attention to how you look. Your overall appearance matters and gives an idea to those who don’t know you yet.
Focus on what you are wearing; your clothes can be a great way of boosting your confidence. Also, ensure you are at ease and look confident when approaching someone.
It’s not just about you but also affects how people will look at your brand. The more friendly and confident you look, the better people will believe in what you are offering to them.
45. Make Yourself Involved
The best way to make yourself look like the host is to involve yourself in the event.
Help when it comes to handling the food, serving the drinks, or being available at front desk help. Keep your visitors engaged in your event and keep the overall atmosphere friendly.
Also, approach people in a friendly way instead of getting straight to the business. You can also get networking and make a good impression of with your audience from here.
46. Keep The Mood Of the Event
Look out for the mood of the event. Do your guests look gloomy or are they enjoying their time?
Pay close attention to what people are feeling so you will know how to turn things if they are not going as per your need.
Keeping your audience engaged is important. And for that, you can offer something from their internet.
For example, you can also add photo booths. Not just they can drastically make the engagement level better, but also you can uplift the mood of the event.
47. Keep Staff Ready
Sometimes small things can end up ruining big things for you.
As a host of the event, you can’t be everywhere. That’s why ensure you have your team ready to assist your guest.
To make them feel satisfied and comfortable. Keep your staff ready to help them out. Also pay attention to other services like serving food, drinks, etc.
Make sure your guest is not having any trouble or discomfort.
Stage Six: After the Event
48. Use The Recorded Version of the event
To those people who missed attending the event online or physically, you can ask them to watch the recorded version later.
It will help you in getting customer engagement, but also you can get better chances of more people attending your future events.
49. Get The Pros & Cons
Since you hosted the event, you will also get an idea of how things will work in the future. If it was your first time, you will get the reality check if things go according to your plan.
Get a list of the pros and cons of what happened and how things were affected. With this, you will know what to do when you are planning future events for your small business.
50. Send Thank You Note
Image source: Neworldstamp
Don’t leave your guest when they attend the event. Make sure you send them to thank you notes or email to appreciate their involvement.
You can also ask them to give you feedback on what they felt good about and what else they would like to see.
With this, you will know how much your guest was satisfied with the event.
Frequently Asked Questions ( FAQs)
How do I suppose to host everything smoothly?
When you are hosting your event, make sure to get as detailed planning as you can get. Also, give yourself time to check if it will work or you need to do changes.
Focus on creating engagement and make sure you are not expecting something impossible out of your event.
Can I host an event without money?
Yes, the event can be hosted if you don’t have too much money or less budget. In case of not investing your own money, you can also seek sponsorship and crowdfunding.
You can share the prices with the partnership. Not just it will help you in making the event under the budget but you will get extra resources and help too.
How should I attract my attention to the event?
To attract them, use social media and get the communities involved in promoting your event. Create a buzz and keep the expectations of your audience high.
Use youtube, promotion videos, pictures, and other methods to keep your audience engaging and excited about the event.
Why do small businesses host events?
Small businesses host events for promotion and making the brand awareness. But it depends on what you are looking for, it can be useful for better networking and improving customer relationships with you.
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“Business, marketing, and Branding – these three words describe me the best. I am the founder of Burban Branding and Media, and a self-taught marketer with 10 years of experience. My passion lies in helping startups enhance their business through marketing, Branding, leadership, and finance. I am on a mission to assist businesses in achieving their goals.”