4 Surefire Ways to Guarantee a Successful Event

August 23, 2015

Sarah Hill

Sarah Hill is a professional blogger and creative content writer. She works as a Marketing Manager at Group Se7en Events , which is leading event planners in London, delivering global meeting and venue finding service.

Consistently putting together successful events is something that even the best event management companies sometimes struggle with – after all, there are so many variables in each event that can decide its ultimate success or failure that even years of experience can’t guarantee that everything will go smoothly.

But while the events industry might seem rather unpredictable, it does not mean that it can’t be boiled down to a science. In fact, there are certain characteristics of a successful events agency that are always present in the organization process of the best events.

So for those who want a little bit more clarity in their event production efforts, here are four ways that can all but guarantee that your next event will be a huge success:

Start Preparing Early

The number one thing you should always do as a professional event planner is start preparing for your event as early as possible. With so many different variables impacting the ultimate success of your efforts, you need have time to think of every little detail that might be the deciding factor in your event.

So start putting together a detailed plan and to-do-list for your event as soon as you get the “go” from the client – that way, after a few weeks, you’ll have a rough outline of a well thought-through event  that you can build upon as the event date comes closer. 

Delegate Tasks

Another key skill every good events agency must master is being able to efficiently delegate tasks.

No events planner has the time and mental capacity to micromanage every little task in the event preparation process, therefore skilled and competent assistants and specialists must be employed to take different parts of the planning process of your hands, so that you can focus on the big picture, and occasionally tackling very important tasks that you feel you must do by yourself.

Define Your Event

No event will be a success if it does not have clearly defined goal of what your event aims to accomplish. Only when you know what your event will revolve around, you can start narrowing down your marketing efforts to the ideal target customer.

This will be of tremendous help in making your marketing more efficient and will also help you attain a much better reach of your target audience through selective and well-crafted campaigns.

Anticipate and be Prepared

Sometimes, even if all of your preparation efforts were executed to perfection, there will be certain aspects of the event that will be out of your control. In other words, things will go wrong, and when they do, you better be prepared for it.

The good news is, that no matter how bad things might get, you can still salvage almost any situation if you put together a contingency plan for the main parts of your event. Having emergency backups for your suppliers, preparing for bad weather, or even making sure you have the right insurance in case of damages all fall in the category of risk management, which is something all event management companies know can be the difference between a fruitful and failed event.

Summary:

You can never be sure if a particular event will be a success – with so many variables playing a role, it’s almost impossible to account for all the possible scenarios. But you can still use some of the best practices leading event planners utilize to maximize their success rate – early preparations, delegating tasks, clearly defining the purpose of the event and having a contingency plan can almost ensure that any event will be a success.

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Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact