Creating Experiences: Hacking some basics behind memorable event execution

While there are many and diverse strategies on processes to ensure successful event execution, depending on the type and uniqueness of the event, these are some I have curated that have worked for me.

Set Clear and SMART Goals:

Having a clear understanding of what the brief is and the expectations it carries along is sacrosanct. I have learned to tailor my event goals along those lines to help guide my decision-making processes throughout the event planning and execution phases.

Venue Selection:

Choosing a venue that aligns with my event goals based on my client brief, theme, and audience is the foundation of every plan I make. I have had to consider factors such as

capacity, location, amenities, and ambience to ensure they align with my event goals. While the event venue website may carry some fancy images and information, I have learnt to visit the venue in person to assess its suitability and ensure it meets my requirements. Thereafter, I may proceed to negotiate contracts and confirm all details, including setup, layout, and technical support.

Technology Integration:

Utilizing event management software for registration, ticketing, and attendee management have helped enhance event experience. Online platforms like TicketHub Afritickets have helped with event ticketing. I have also incorporated audiovisual technology for presentations, displays, and live streaming which has helped enhance the total event and client experience.

Staff Training and Vendors Meeting:

Depending on the event type, we have had to hire event staffing companies or use our own people as coordinators. As much as these people are trained, have knowledge of event logistics, and are equipped to handle attendee inquiries or issues, the place of pre-event briefings cannot be overemphasized. The same goes with physically meeting vendors before the scheduled date of event.

This has helped to communicate expectations, address questions, and ensure everyone is aligned to the big picture.

Attendee Engagement:

In my role as Event and Project Coordinator at Riquesa Africa, we created opportunities for meaningful engagement with our attendees to foster a welcoming and inclusive environment for relationship building. We incorporated interactive elements such as sip and paint workshops, panel discussions, Q&A sessions, and other networking activities. We also encouraged attendee participation through surveys, social media hashtags and other social media interactions.

Collaborations and Partnerships:

Partnering with relevant organizations, influencers, or industry experts who can contribute to the event content, promotion, or sponsorship enhanced the event experience.

Post-Event Evaluation:

Conclusively, ensuring post-event evaluation and analysis always helps establish strategies that worked seamlessly or didn't. Tracking attendance, feedback, social media engagement and other relevant data points will help identify areas of improvement for future events.