In order to properly execute events, you need some professional tips for organising a successful event in Asia.
When is an event considered successful?
How to organise a successful event? What makes the difference when it comes to event success? Here are seven criteria for successful events so you know what to look for when organising your events in Asia:
- Solid objectives: The most successful events start with clear objectives.
- Brand adherence: It is more important than ever to distinguish the personality and values of your organisation through excellent and consistent branding.
- The right resources: Remember that events are an expensive way to raise more money.
- Involvement of volunteers: While your staff can handle responsibility in a variety of forms, events demand volunteer involvement in order to truly thrive and come alive.
- Keeping to your plans: Your event can’t afford to be everything to everyone, so stick to your original plans.
- Quick follow through: One of the biggest mistakes that organisations make is delaying their event follow-up.
- Rigorous post-event analysis: Events are an investment, and every investment should be analysed for its effectiveness/non-effectiveness so it can be adjusted accordingly.
Common mistakes that event planners make
There are many typical mistakes that event planners make when organising a successful event in Asia. Let’s check some of them out so you know what to avoid.
- Poor customer communication: So much depends on how professional communication is established with a potential or current customer.
- Improper budgeting: Correct budget allocation is one of the most important aspects of organising an event.
- No risks included: No one is insured against force majeure, and this is even more true of event organisers!
- Wrong attendee capacity: When planning a large-scale event, organisers may presuppose a certain number of participants who will attend and form the budget of the event based on this estimate, which may not be accurate.
- No target audience taken into account: An event may also fail if you don’t know what your audience wants, even with other aspects of successful event management.
- Bad choice of venue: The location for the event is one of the primary components of its success.
- Ignoring weather conditions: When planning an open-air event, organisers must take into account what the weather could be like that day.
- Unprofessional team: Event organisation is founded on teamwork, and each employee must fulfill his or her duties at the highest level.
- Bad or ineffective promotion: It’s important to take care of advertising, make systematic and regular announcements, cooperate with media outlets, and collaborate with opinion leaders and public figures.
Tips for organising a successful event in Asia
Organising an event is not an easy task. There are 10 tips for organising a successful event that should be considered so your event is a success.
Set clear goals and objectives & build your strategy
Formulate your goal as concretely as possible. Do you want to convey knowledge to the participants, thank the partners, raise money for the project or deliver your guests aesthetic pleasure? The format of the event will depend on your answers.
Plan your event at each step
Consider the logistics, content, and promotion of the event. Create a document that is accessible to the entire team in which everyone can see each other’s tasks and have a feel for the big picture. It’s important to indicate the time required to complete specific tasks in the plan for successful event planning. For planning, you can use Google templates, GEVME, Asana, Trello, Podio, GanttPro, or Teamweek but not a regular Excel document.
Select the right venue
Always check the location and the venue you’re going to rent.
Marketing, PR and communications
When choosing information partners, focus on those who communicate specifically with your audience. It is better to have fewer partners but targeted ones. It is also important to create a standard message that will be broadcast on all your chosen channels. Make sure that it concisely, consistently, and accurately conveys the idea of the event to your audience.
Take care of food and drinks, and consider the way in which they’ll be served.
Consider logistics, transport costs, guest transfers, etc.
Remind your attendees about the event
Do not underestimate the time required for the successful promotion of an event. The type of event, its target audience, internal resources, and the overall budget will determine your marketing approach. Use emails and send out printed invitations.
Make your event exciting
During registration, you can give participants the chance to attend a short master class, play games, or watch informative videos. Try to surprise people and create that WOW effect by exceeding their expectations in even the most ordinary things. This is what creates a winning atmosphere at an event.
Follow up and evaluation
Don’t forget to request attendee feedback, make a follow-up survey, or ask for testimonials. Let them respond to different aspects: logistics, speakers, venue, and the work of the organizers. Track and analyse the event success. This information will help you avoid mistakes in the future and improve the quality of your events. If possible, collect feedback via social networks or record video reviews at the end of the event, a particularly useful tactic if your event will be organised again.
Here’s a checklist for you to plan a successful event and run it. Follow this checklist if you want to succeed:
- Think of your budget, theme and plan, etc.
- Define the target audience.
- Hire volunteers.
- Choose the venue.
- Think of prizes, trophies, or other contest ideas.
- Pay to decorate the event locale.
- Include humorous or entertaining elements.
- Reflect the company’s brand.
- Conduct thorough event promotion.
- Offer innovative solutions.
- Follow up with attendees after the event.
- Measure your success.
Feel free to add more event checklist items if needed, depending on your event type, size, and complexity.
A good event is one that many people want to attend. It’s a shame when a great deal of effort and resources are spent in vain, even when the event is cool but the number of participants fails to meet the organisers’ expectations and hopes. Whatever event you are trying to organise, use our tips, be optimistic, and don’t be afraid of unexpected surprises. If you plan properly, you’ll be able to handle anything!
Feel free to share your own successful event planning tips in the comments below.