Organizing events requires several phases and a lot of preparation. The phases for event organization are as follows:
1. Event Planning
In the first phase, consider the following aspects: Briefing and Strategy, objectives, budget, design integrated with visual identity, choice of location(s), schedule, and production team.
2. Event Organization
During the organization phase, think about coordination, protocol, content, speakers, technical committee, supplier selection, catering, security, transport, hosts, merchandising, and decoration.
3. Event Execution – The D-Day
When all the pertinent decisions have been made, the big day arrives (known as “D-Day”, as in World War II), and although it may seem that everything is done, the opposite is true since many aspects must be monitored to ensure everything goes according to plan. In terms of production and logistics, preparing a timeline or script reflecting what should happen at each moment can help. It is also useful to send a reminder briefing to different audiences (speakers, VIPs, suppliers, etc.). Define coordination techniques and support staff attention: hosts, waiters, drivers, technical team, etc. Also, define the on-site attention to guests, press, opinion leaders, influencers, etc.
4. Post-Event Evaluation
After the event, it’s not just about dismantling the equipment and stand. It is the ideal time to evaluate and review the lessons learned (if, for example, unexpected events occurred that hindered some steps). Writing an event report, sending thank-you notes to all involved, and sending relevant information to non-attendees are recommended. Finally, it is necessary to know what is being said about us and our event on social media.
