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Whether you have been charged to plan an event for your company, or you are a professional conference planner, you know you have a complicated task on your hands. Nothing presents a multi-tasking situation quite like planning for the big day. Nothing says ‘pressure’ quite like planning the whole thing. To ease that pressure, what you need is an event planning app.
So much rides on an event’s success, and you are the one who will be blamed or praised when it’s all over.
That is why it is vital that you have both the tools and the process in place necessary to make your event successful. Even if you have done this sort of planning before, it’s probably a good idea to take a little refresher on some new important tools and on key steps in a successful event planning process.
Important New Tool Every Planner Should Use: Customized Event App
If you have been in planning for a long time, or if this is your first time planning an event, you may have missed the fact that there is now the option to use an event planning app.
Even if you have a tried and true system you have been using forever, you definitely need to check out the awesome power and ease that a conference app, can give you.
- What Is It: A customized event app basically lets you keep track of EVERYTHING in one easy to access and easy to use place. It can also enable mass communication with attendees as well as communication with fellow planners and vendors.
Why Using a Conference App Will Save Your Sanity: The description alone should make it obvious why these planning tools will save your sanity.
No more misplacing agendas, no more forgetting that you stored presentation documents in a separate place than relevant webpages—you can store them all on an application.
No more sending out last minute emails to your participants or posting tacky signs and hoping they will see them—you can send out notifications through the mobile application that will instantly get sent to all participants.
No more trying to figure out how you can invite and streamline audience participation—the conference app allows the audience to ask questions, take polls, network, etc.
It is basically one tool that can help you do essentially everything that needs to be done in the planning process.
5 Steps to Plan a Successful Event
So, you’ve got your newest and most important tool ready to go. Now let’s talk about 7 key steps you need to implement in your planning process:
1. Strategize First
Before you get busy running around and doing, it is imperative you start a successful event by stopping to strategize and plan.
Ask the what, why and who of the event. What is it, why is it happening, and who is it for?
Once you know those three things, you can then strategize: when should it happen, where should it happen, what elements should it include to best attract and serve the audience and purpose?
Utilize an App for Planning
Really, now that you know about their existence, why wouldn’t you use a tool that makes planning easier? Don’t make things harder on yourself. Use a customized event app to keep everything in one place and to streamline communication, execution, and follow-up.
2. Define Clear Goals/Objectives
Goals for a conference are like a destination on a map. If you don’t have a destination before you start sailing, you’re going to end up going in circles and never getting anywhere. /p>
You must set clear goals for your conference. Then you can figure out what it takes to achieve those goals. Afterward, it will be easier for you to determine whether the conference was successful or not based on whether your goals were achieved.
Even with your handy conference planning app, you need help. Delegate tasks to a trusted team of one or two other people. Trying to do everything yourself will either mean something slips through the cracks unnoticed, or something doesn’t get done because you simply don’t have time to do it all.
You plan an amazing event, but hardly anyone shows! An awesome agenda does not automatically draw a crowd. You’ve got to promote, and you have to promote well. When advertising your conference, remember to:
- a. Identify Target Audience: Who do you need/want to be there? You have to know this for successful marketing.
- b. Persuade Target Audience: Based on your audience, use methods and language that will persuade them of their need to attend.
- c. Create Clear Communication: Provide clear communication. Confusing communication prevents people from attending. Did you say exactly where, did you state exactly what day and what time and what for?
- d. Follow-Up: Don’t just send out one notice or put up a set of flyers. You need to communicate through multiple mediums and do it more than once.
5. Measure Success
Part of successful conferences is the inclusion of measuring success and continuing the momentum. Take the pulse of your audience to find out what they liked, what they didn’t, what they wish was different.
This will help you in the future and improve the satisfaction of the attendees after the fact—it means something to an audience when you ask for their opinion. Apps for events make this process SO much easier now, too.