Preparation and development of the event
Posted: Mon Jan 06, 2025 6:54 am
Budget
Money is essential to determine the size of the event. Depending on objectives and financial availability, the first actions will filter suppliers and spaces.
Ideally, a budget document should be broken down by items. We recommend doing it in balance sheet mode, with expenses and investments on the left and income flows on the right . The sum of both parts should be at least equal to avoid losses. In certain events where cash flows depend on public attendance, it is easy to make mistakes. In these cases, we will try to make a realistic forecast of the amounts that can be counted on. In these situations, it is a good idea to get sponsors to contribute a part of the budget, so that the risks of not reaching the planned income are reduced.
All types of expenses must be included in the budget: rental of spaces, technical equipment, seating, decoration, cocktails and meals, set-ups, payment to speakers, musicians, etc.
Promotion and dissemination activities should namibia phone data be planned during the preparation phase. If the event is private, it will be easier to contact guests, but if it is public, the number of attendees should be maximised, and for this, communication help is always useful: social networks, online advertising, press releases, brochures... hiring an agency or a communication specialist will reduce the stress level and allow you to focus on the activities of the event itself.
To ensure that the event runs smoothly and on time, create a schedule, indicating times and activities . Include in this event schedule both travel and opening and closing times, and above all, be very clear with suppliers and participants about their role and the time each has available to perform their service. Good communication and follow-up work with each person involved guarantees a good development.
After activities
Every event has its objectives. At a wedding, the main thing is to celebrate and enjoy. However, at other types of events, such as corporate events, other goals are set, which may include improving the brand image, attracting clients or having a certain impact in the media.
If we are promoters of concerts or shows, the objective is business-related, trying to maximize profit and ensure that income optimally exceeds expenses, so communication will be carried out in a more proactive and general manner.
In any case, a final dossier will be essential , with the compilation of data that will help us understand whether or not the event has been a success. Create two versions, one general, for the press and another to present all the information to the promoters, including information on the impact on networks, and in general, everything that will justify an effective development of the set of work inherent to the event.
Money is essential to determine the size of the event. Depending on objectives and financial availability, the first actions will filter suppliers and spaces.
Ideally, a budget document should be broken down by items. We recommend doing it in balance sheet mode, with expenses and investments on the left and income flows on the right . The sum of both parts should be at least equal to avoid losses. In certain events where cash flows depend on public attendance, it is easy to make mistakes. In these cases, we will try to make a realistic forecast of the amounts that can be counted on. In these situations, it is a good idea to get sponsors to contribute a part of the budget, so that the risks of not reaching the planned income are reduced.
All types of expenses must be included in the budget: rental of spaces, technical equipment, seating, decoration, cocktails and meals, set-ups, payment to speakers, musicians, etc.
Promotion and dissemination activities should namibia phone data be planned during the preparation phase. If the event is private, it will be easier to contact guests, but if it is public, the number of attendees should be maximised, and for this, communication help is always useful: social networks, online advertising, press releases, brochures... hiring an agency or a communication specialist will reduce the stress level and allow you to focus on the activities of the event itself.
To ensure that the event runs smoothly and on time, create a schedule, indicating times and activities . Include in this event schedule both travel and opening and closing times, and above all, be very clear with suppliers and participants about their role and the time each has available to perform their service. Good communication and follow-up work with each person involved guarantees a good development.
After activities
Every event has its objectives. At a wedding, the main thing is to celebrate and enjoy. However, at other types of events, such as corporate events, other goals are set, which may include improving the brand image, attracting clients or having a certain impact in the media.
If we are promoters of concerts or shows, the objective is business-related, trying to maximize profit and ensure that income optimally exceeds expenses, so communication will be carried out in a more proactive and general manner.
In any case, a final dossier will be essential , with the compilation of data that will help us understand whether or not the event has been a success. Create two versions, one general, for the press and another to present all the information to the promoters, including information on the impact on networks, and in general, everything that will justify an effective development of the set of work inherent to the event.