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Our three-stage rocket for a successful event
16 Aug 2017

Our three-stage rocket for a successful event

During an event, you let your invited guests experience your message, whether you’re selling a product, a service, or a concept. It is your golden opportunity to maintain good relationships with existing customers and connect with potential ones. With our three-stage rocket – Before, During, and After – we want to inspire you, and give you valuable tips on how to make your event as successful as possible.

1) Before

A) Start by thinking about and answer the following questions:

Who is your target group?

Think about the characteristics of your intended guests.

Who are we?

Think about the characteristics of you and your brand, such as your brand message, brand promise, and the tonality of your business.

What is the purpose of the event? What message is important for you to highlight at the event?

A new product? An update of the brand with new logo and graphic profile? The half-yearly report? Or is the most important thing right now to attract new customers?

B) Planning – both strategic and operational

Once the answers above are determined, it is time to start planning, both strategically and operationally. The strategic plan should include guidelines and the ultimate goal of the event. The operational plan specifies how, when and by whom everything should be implemented. The key for all aspects to work is communication between all parties involved.

Who does what?

Think about the aspects of the event and how they should be communicated.

Who says what?

What type of invitation will you have?

Are you going to advertise?

Are you making a newsletter or writing a customer letter in connection with the event?

Who will greet people as they arrive?

Will anyone hold a speech?

Delegate tasks as early on as possible, and make sure that the planning of all individuals is in line with the common concept. Agree on who has ultimate responsibility!

C) Running schedule

This should specify who is responsible for what and when, and how they should act. All time-frames are included here as well. Make sure that everyone involved is aware of and prepared for the fact that time-frames are unlikely to be fully met.

  1. D) Are venue and permits in place?

Book the venue well in advance and be realistic. It should neither be too small nor too large.

Depending on the size of the event, there may also be different permit requirements. You need to look into this and take them into account. Does the venue have the fire classification required? Is a permit from emergency services or the police required? Do you need to do anything about the traffic situation outside the venue?

E) Invite and remind

Invite in good time so that your guests can book the event in their calendar. Enclosing or attaching the main items on the programme with the invitation is a good idea. Your guests must also be made aware of everything that is expected of them in the invitation. How much will they pay and what is included? Is there a dress code? Should they prepare a presentation of themselves or the company they represent? Also make sure that a reminder goes out in the weeks before the event.

2) During

A) Food and drinks

The most important thing for many guests is what food and drinks are served. So keep a high quality, and don't let them wait. Serve on time and keep an eye on how you serve the drinks. Always offer non-alcoholic options.

B) Give each (if possible) guest a bit of your attention

Take the time to speak calmly to all of your guests. Look them in the eyes. Be present and make every effort to make each guest feel unique, seen, and warmly welcomed.

3) After

A) Follow-up

Be sure to follow-up. How did it go? What was gained from the event? And most importantly, what did your guests think? Ask them for feedback. Your guests are a valuable source of information and their thoughts and opinions enable you to make your next event even better.

B) Recognise your guests after the event

Remember to recognise your guests afterwards as well. Send a card, thanking each guest for his or her attendance and invite them to the same event next year.

Good luck!

Curious about Magnet? Our event tool, Magnet, helps you with everything from invitations and ticket sales to check-in of attendees and payment solutions.

 

 

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Event planning & management made easy

Yes, this is it. Here is the ultimate event planning and management tool, serving you with structure and sharp functions while easy to use. Manage your event within every step of the way using Magnet event management tool online. 

Online event planner – for any event

Use Magnet as your online event planner whether you are a professional event planner, planning business events from time to time, or setting out to create a meet up free of charge.

If you want to send out invitations and set up an event registration page for a free event, you can use Magnet event planning tool for free. If you aim to sell tickets, you will find a highly flexible ticket sales system within the tool, and a range of payment solutions to connect with.

Allowing you to manage events in every detail

To promote and manage your event and ticket sales you will have a strong line up of smart functions behind you.
This will save you time when getting as many attendees as possible to your event.

Manage everything from printing name tags to communicating important updates by SMS and checking in the guests at arrival.
All using the same software.

When the event is over, you will also have access to relevant data, such as metrics. And the opportunity to easily follow up on the experience of your attending guests.

Different types of tickets

Provide Early Bird tickets, discounts and discount codes on one or more tickets. Set timed tickets, add products to your ticket such as admission along with a T-shirt.
Offer a waiting list when fully booked.

Check in app

Using the check in app at the entrance you will also keep track of which and how many guests that has arrived.

Select payment method

Choose which payment method to use for each event, and set a preferred method if you have a first option.
Visa and Mastercard, Payex, Payson, Billogram, Invoicing, Economy.

Different VAT rates

Admin interface for sales, revenues and VAT, receipts, reports.

Distribute, market, and sell more tickets

Create your own event page with individual event URL, retrieve automatic map, add videos or pictures, embed on website.
Send invites, share on social media, send SMS.

Follow up on sales statistics and orders

Are there any tickets left for sale? Have a closer look at the orders, number of attendees and checked in attendees.

Tracking

Facebook pixel and LinkedIN.

Time to create an event?

Let’s try it out; sign up for free and start exploring. Once you’ve created an account you will have access to our help center with FAQ:s and guides.

Go create your first event.

At the centre of event & digital marketing – blog & news letter

Get in tune and keep up to date with events and digital marketing. You will find good advice, checklists and relevant reads
featured in both our blog and news letter (sign up below). If there is anything in particular you would like us to cover, please feel free to make a request.