Event Management & Organization (Part 2)

In part 1 HSV Media talked about how to plan and what to do before the event, in this part, we will share with you what needs to be done during and after the event. Please continue togetherHSV MediaFollow the article below for more tips on organizing & managing events effectively!

24 HOURS BEFORE EVENT ORGANIZATION

1. Always keep calm

The day before the event is the time when you need to stay mentally calm to check and handle the issues to make sure that everything is fully prepared and there are no omissions. Plus, the more calm you are, the calmer your team members will be. From there, everyone will be more productive.

For important events, you must anticipate possible problems and must always be calm to know how to handle it. However, you should not take it too seriously, because it can make you stressed, relax and your efforts will be rewarded.

2. Double check everything

Although you have prepared everything very carefully, it is best before the event, you and your team have to coordinate together to check everything again. Most importantly, you must pay attention to each member to see if they are really suitable for the job you assign or not? Are people satisfied with the work?… If not, talk to them and find solutions to fix them in time. A team of united, enthusiastic and professional staff will help your event program go more smoothly and successfully.

3. Check all invitations and confirm the number of guests attending

For most events, the number of people responding to the invitation will not be the actual number that will participate in the program. For example, 50 people announce that they will participate, but in the end the number of people attending can be 10, 20 people or even 100, 200 people. Therefore, if you know the number of attendees, you must also anticipate this situation in advance to have a suitable solution.

You should choose the right methods to invite guests to your event. With a well-informed invitation card, a polite phone call or text message, you can completely make your guests remember your event.

4. Check the event venue

Do you have to go to the event venue to check that the event area is clean and organized as planned? Are all devices working properly? It's best to double check everything. Check the number of people participating in the program. Accordingly, you can ask someone you trust to help with urgent tasks, customer care or external problems arising out of the plan, etc.

5. Prepare necessary items for the event

The necessary items for the event include: water bottle, cake, note paper, ballpoint pen, notebook, etc. In addition, a souvenir will be the object to help you get attention from customers. Your thoughtful preparation will make your customers feel cared for and will have a good impression of your event.

6. Make a to-do list

The list of information and to-dos should be arranged in chronological order and divided into specific areas. Having a detailed plan for important activities in each department will be really helpful for you and everyone during the event. The presenter can have a list of locations where customers will speak and know where they are sitting and when they will speak. Your colleagues have a list of equipment, a program timeline, etc. A clearly divided and planned work will help the event go smoothly and smoothly.

7. Prepare a detailed list of equipment and tools that you need to bring to the venue

It will be very bad when all the steps are available, customers are already at the event and you realize you forgot to bring glasses, towels, etc. to the event. And as a result, your event will be unprofessional and lose points in the eyes of customers. Make sure you double-check everything. If you have too many things in the organization, you should assign each person to each specific task. Arranging work for each person will help the process of arranging and arranging the event take place more smoothly and efficiently, ensuring the quality of the event.

MANAGEMENT ON THE EVENT DAY

1. Be there early before the event takes place

Before the event starts, you should check that all the steps such as: are the personnel present and the necessary equipment is in good working order? Are there any other problems that arise? When everything is ready, the only work you can do is wait for the event to go according to plan.

Make sure that the members of the organizers all have their own identification signs (uniforms, badges, etc.), that helps you easily control your personnel and makes it easy for customers to have no trouble when they need help. support from the organizers.

2. Stable arrangement of all work from outside to inside

A billboard at the door, information on the doors along the corridors. You must ensure that your clients do not have to wander around looking for the venue without any specific guidance.

Welcome banners and information at the front of the event venue are especially helpful helping your customers quickly see where the event they're attending is taking place, whether they're on the right track or not.

Welcome guests: Customers love when their arrival is welcomed and all questions are answered and receive dedicated help.

3. Each member must clearly know his/her duties and work

If the event occurs, there are problems that delay other activities such as: MC, late singer, faulty equipment, etc. You should notify the customer about the schedule change. Very few events can go smoothly and according to plan, that's why you have to handle it skillfully to make guests feel secure and happy to continue attending the event.

4. A photographer is required

You should arrange a photographer to capture the outstanding and meaningful moments in the event because this event will only happen once. Let a professional help you with this task and give them all the information and suggestions about the images you want to be recorded.

5. Divide the work after the event ends

After the event is over, you and your team members should check to make sure no one has left valuable personal items at the event. Check the equipment and tools again, if any damage is found, please contact the venue for timely repair.

6. Need to pay attention to the process after the event

After the event is over, there will be tasks that you need to do such as:

• Thank you to all team members, sponsors and volunteers because the event could not have been successful without you alone.
• In addition, you should also thank your partners, sponsors, and guests. This will help you score points in the eyes of customers.
• Give away souvenirs or other publications to guests. That gift will help guests impress your event more.
• Posting photo events on websites, social networks,... In this way, you will help your event be effectively promoted, increase prestige and professionalism for individuals, organizations or businesses. your career.

7. Evaluation after the event

After each event, you need to self-evaluate the results through the event process and from there learn for yourself because this is very important for us to be able to improve the next events in the right direction. better direction. Analyze and learn the feedback from your guests or colleagues, then analyze together and find a better solution.

Hopefully, through the two parts on how to organize & manage events that HSV Media has shared, you will know more useful information and knowledge related to the field of events. Through it, you will know how to operate and organize the program effectively as well as bring the most successful events to your business.

HSV Media – Prestigious Event & Event Equipment Rental Company in Ho Chi Minh City

Hotline: 0362.209.208

Website: https://hsvmedia.vn/