Opening Ceremony Plan

IS IT NECESSARY TO PREPARE AN OPENING PLAN?

In any event, planning is extremely necessary. For the opening ceremony, planning plays a decisive role in the success of the event . A detailed plan helps ensure that every aspect of the grand opening is managed and followed before the event takes place. Furthermore, it assists business owners in managing finances effectively, avoiding waste and ensuring that all expenses are spent according to plan.

In addition, planning in advance gives enough time to build a program with creative ideas and content, creating a positive impression on guests and partners. The plan also clearly defines the timeline, ensuring the event takes place according to the script and avoids time problems. Therefore, planning the opening ceremony not only ensures convenience in organizing but also makes an important contribution to creating a successful and memorable event.

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LIST OF ITEMS REQUIRED WHEN ORGANIZING THE OPENING

To ensure that the opening event goes smoothly and achieves success as expected, the organizers need to fully list the necessary items as follows:

Set goals , plan and determine ceremony requirements.

Determine the time and location of the event.

Determine the composition and number of guests attending the program.

Choose methods and plan communication for the event .

Determine facility elements such as LED screens , sound and lighting , stage , tables and chairs , space tents and party decoration accessories.

Prepare print publications including standees, backdrops, hashtags, flyers and other materials.

Plan personnel for the opening ceremony.

Prepare necessary materials to provide to guests at the event.

REFER TO THE MOST DETAILED OPENING CEREMONY PLAN

Event organization is a complex process, requiring professional arrangements and practical experience. Therefore, if your store or business intends to hold an opening ceremony without a specific plan, please refer to the planning sample that HSV Media shares below:

1. Determine the opening time

Time plays an important role in the process of planning a grand opening ceremony for a store owner or company. You should compile your schedule and choose a suitable date and time . You can consider factors such as weekdays and avoid organizing on major holidays . In addition, determining the time to hold the event should also take into account feng shui factors. You can seek advice from experts or do online research to choose good days and avoid bad days to ensure The event went smoothly and luckily.

2. Make a guest list

This is also one of the things you must prepare carefully for your opening day to avoid missing important guests. It is certain that on the opening day of a new store, business or business facility, there will be the presence of representatives from the board of directors and important partners . If you want to expand your opportunities to promote your product and brand image, you can also invite famous people who have influence on the community.

3. Estimate the budget for the opening ceremony

When planning an opening ceremony, one of the important and indispensable tasks is budget planning. You should create a detailed statistics table, clearly describing the expenses that must be made to have a perfect organizational plan. The budget estimate will be presented to management for approval. Once approval is received, the organizational team can flexibly spend according to the determined budget, avoiding unnecessary fees .

4. Prepare personnel and equipment rental plan

During the opening event, it is indispensable to establish a detailed list, and at the same time calculate the number of necessary personnel for the program, including PG - PG, MC, dance group, performing singers, program supervisor... This team has undergone intensive training, is professional and has the ability to flexibly handle all situations that arise during the event.

Most businesses today, when intending to organize events such as opening ceremonies or anniversaries, often choose to hire outside equipment and accessories to ensure professionalism and success for the event. to sue. For that reason, preparation requires the following elements:

Outside the ceremony area: Hang vertical banners, horizontal banners, flags, etc. around the ceremony area.

Welcome gate area: Install the welcome gate, barrier columns, red carpet,... as the entrance to the ceremony area.

Ceremony area: Installation of tents, stage, LED screen, backdrop, carpet, tables and chairs for guests, reception desk,...

Opening and inauguration area: Prepare the inauguration ribbon.

Party area: Arrange tables and chairs, bows to decorate chairs, tablecloths, fans and party menus.

5. Decoration for the opening ceremony

Decoration is a factor that contributes to the overall and aesthetic appearance of the event. Therefore, during the planning process, the organization department needs to focus on building decorative solutions both inside and outside the store or company area. On the outside, placing a welcome gate with words congratulating the opening and the event name is a prominent highlight. Meanwhile, the inside area will be set up with a stage decorated with luxurious carpets and fresh flowers, in an elegant and polite style.

6. Prepare offerings and offerings

Worshiping on the opening day has important spiritual meaning. This is the time when store owners or companies make offerings to pray for convenience and luck in business and trade. Therefore, when planning the opening ceremony, clearly stating the necessary offerings to worship the land and gods is indispensable. The plan should also include a prayer appropriate to the unit's opening event, with full content.

7. Banquet for the opening ceremony

In addition to activities such as singing, dancing, speeches from business representatives, ribbon cutting ceremonies, and worship, time was also taken during the opening ceremony to set up a tea party table for guests to enjoy. . This is an opportunity for everyone to relax, enjoy the ceremony atmosphere and strengthen relationships. However, the plan for the banquet table needs to ensure quantity, design and quality. The choice of tea party layout should reflect elegance and fit the budget set aside for the event.

8. Marketing for opening day

The goal of a marketing campaign is to create brand awareness and image, to attract customer attention. At the same time, this campaign also plays a role in stimulating shopping needs and discovering newly introduced products and services.

Currently, store owners or businesses can apply many different marketing methods for their opening plans, such as:

Design impressive banners with full information , hang at stores, companies, showrooms,...

Distribute advertising flyers in the neighborhood, focusing on densely populated areas.

On the company's website and fanpage, advertise the opening event by posting attractive announcements and designing a banner on the home page for easy viewing.

Invite celebrities to attend the opening event. This option can be flexible depending on the budget, deciding which advertisers to invite, in which segment and what their influence is.

SOME NOTES WHEN PLANNING AN OPENING CEREMONY

Planning and implementing an opening ceremony is a process that requires a lot of time and requires high expertise. In addition to the factors mentioned previously, the person responsible for the content needs to pay attention to a number of other basic things to ensure integrity and professionalism. This helps the event run smoothly and leave the best impression.

1. Build timeline and MC script

The program timeline and host's script play an important role in organizing events, especially opening events. The more detailed and detailed a script is, the more effectively it will help us follow the program. At the same time, it is also the basis for the event to take place perfectly, bringing satisfaction to the guests attending. Normally, the script will be built based on the schedule and must be complete and clear so that the MC can easily follow and execute smoothly.

2. Focus on building communication for the event

In order for the opening event of a unit or business to spread and reach more people, communication of that event plays an important role. Specifically, the communication strategy for the opening plan will include the following stages:

- Before the event: Communicate through fanpage, website, flyers, deploy minigames and incentive programs to create excitement and attention from the community before the event day.

- During the event: Conduct livestream to directly share the atmosphere and activities in the event. Invite special guests, especially KOLs or celebrities, to create attraction and excitement for the event, while also encouraging them to check-in and share their experiences.

- After the event: Write and post a thank you post to express gratitude to guests and the community. Book PR articles and write articles to spread detailed information about the event.

3. Make a backup plan

Risk is an inevitable aspect of any program or event. Therefore, we need to establish backup plans and solutions for the worst situations that can occur. This can include issues such as equipment problems, lateness of important guests, bad weather or conflicts on the part of party guests. To ensure every aspect goes smoothly, organizers should conduct a rehearsal before the official program start date . This helps ensure that the event runs according to schedule and provides the opportunity to promptly detect and deal with any problems that may occur.

4. Find a reputable event organization company

If your store or business does not have enough time, experience, and expertise to plan its own opening ceremony, the optimal solution is to take advantage of support from an event organization company. reputable case.

COMPLETE OPENING ORGANIZATION SERVICES AT GOOD PRICES IN HCMC

HSV Media is an equipment rental unit for organizing full Grand Opening packages in Ho Chi Minh City. We especially stand out with our professional staff and modern equipment. Ready to support customers in organizing full-service events, including consulting and designing event layouts so that the opening ceremony takes place successfully , effectively and cost-effectively . In addition, throughout the program, HSV Media will always accompany customers, ensuring the event runs smoothly and leaves many good impressions after the program. Below are some necessary equipment for the opening ceremony that you can refer to:

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EVENT EQUIPMENT RENTAL UNIT HSV MEDIA

Hotline: 0362.209.208

Website:https://hsvmedia.vn/

Address: 184/20 Le Dinh Can, Tan Tao Ward, Binh Tan District, Ho Chi Minh City