How to Properly Host an Event

With the organization of events, you exit the virtual to enter the real. This is a great way to build your community via your social networks and to shake hands and exchange experiences with people.

There are 6 key steps in the sequence of events. The number of the steps does not matter, but their timing is essential. Relax, your event will be fine, just follow the guide.

Before getting into the thick of it, keep in mind that the integration of social networks to your event (before, during and after), make your life easier at every stage. For this, be sure to create your social presences and start your social media strategy well in advance.

Step 1: The Strategic Purpose of Your Event

Start by defining the purpose of your event. Three fundamental questions must be asked: What? Who? Why?

What is the message you want to convey?
Who do you want at your event?
Why would you like to organize an event?
What goal do you want to achieve?

The answers to these questions will guide you throughout the organization of your event. The most important is “Who is coming to the event? “Because it will make you fit your event so that your customer feel good.


Step 2: Place and Date of Your Event

After defining your event strategy, you can usually define the place and date. The famous question: Where? When?

Where do you want your event? Think about the factors that will make your guests happy and the time they have available for your event. Keep these two elements to an acceptable level!

When would you organize it? In setting the date, be sure to check the school holidays and public holidays. Avoid periods too busy for your customers. How long in advance do you need to inform or invite. The agenda of some people fills hard and well in advance. If this is the case your guests need to anticipate your invitation and be pre-informed of the date by a “Save the Date”.

Step 3: Content

After setting the “5 W” (what, who, why, Where, When) you will specify the content of your party or event. Of course, sometimes, the content can be so important that it will define the place or date. Here are questions to ask in this phase:

What are the key messages to be communicated?
What is their significance? Should there be a special animation to move them? Video or music to highlight?
What will be the response? Who will be speaker? Duration?
Who speaks when? How to position the CEO in all this?
Then you define the style and ambience to choose:

Buffet dinner? Meals eaten sitting or standing? Formal or relaxed atmosphere?
Again, let us never forget that we have 2 things to watch for; key messages communicate differently depending on the audience. Too solemn of an atmosphere can make people uncomfortable or annoy some people. What are the expectations of the guests?


Step 4: The “Highlight”

What a magic word: highlight! It means everything. The highest point, yes, but also a lack of light … In short, it is the icing on the cake, the element that your guests will remember. He too is defined by your participants. Cater to your guests, not to yourselves. This is important because it will leave a trace, a memory, an emotion. Today, it no longer affects people with a silver display, but through emotion. What is sustainability in a field as ephemeral as that of events?

Step 5: Organizing Your Event

After defining the scope of the event, we will eventually complete the logistics of all these elements that give it body. Novices often start there, and yet it is only once we have the established structure of events that we will address it. We will think in particular of:

Music – Technology – Animation
Media (do you want that we speak your event beyond the circle of your guests?)
Catering – Decoration

Parking – Safety
Home – Buttons – Hostesses. Photographer (to keep visual memory …)
Social networks (not necessarily all the sauces, but the question must be asked each time and the decision knowingly)

Step 6: Communicating Your Event

You should establish communication before your event, during your event  and after your event.

Before your event, it is important to invite people to attend your event, but also to motivate the people who are not in your mailing list. Newsletters and social networks will help you to extend your reach participants list. For this you can either create an event via your Facebook page or create a simple publication by advertising on Facebook. In the Facebook event is an additional place to animate.

You can invite your contacts on LinkedIn or in a newsletter, be careful that it is not treated as spam. Also remember not to use LinkedIn Pulse to publish the announcement of your events but rather in the news wire or private message.

During your event, you can integrate the live updates while having taken care to mention the hashtag to use on all your media. If you integrate social media to your event, it is imperative to have good wifi. Also remember to interact with your community during your event.

Before, during and after your event, you can include in your social media communication but also to facilitate the development of the network of your guests.
Let’s look at the track to talk about the communication after the event.


Step 7: Monitoring

Well, an event does not end at the end of the evening or when you close the door behind the last participant. After the event, consider monitoring.

Ask related LinkedIn people met with a LinkedIn profile to the top!
Talk again of the evening, for example on your social networks using the hashtag
Reactivate the memories with a Facebook album pictures
Make the most of your contacts with an optimal profile and LinkedIn, use that value to your business and your expertise. Find tracks that allow you to sell with LinkedIn.
An event will create a universe that facilitates trade, generating trust. Use the “potential sympathy,” the emotion that you created to open doors and get an appointment. The real business starts there, it does not happen during the event.

Sometimes bring a small gift is a good way to pass the filter of the secretary. It’s a snap to recall the positive emotion that your guests have felt during the evening.

The last tips for the success of your event:

Anticipate! Reflection and preparation take time.The more time you have available, the better your event will be focused and prepared. Better you target your event, then the return will be the one you expected. You will have better prepared and you will be more responsive to any last minute surprises. Ask the right questions at the right time To allow you to delegate the operation to free your time for your strategic thinking. For orchestrating the thousand and one details of the organization: Find providers, and third judge their quality and rates. Being reactive in case of last-minute wishes. Frame your evening and thus allow you to be available for your guests. These are our tips for a selected target and prepared event in a calm and thoughtful mind. This is what will make the success of your events! When will your next event be?