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Events, 7 steps to set up before the big day

Better than a few hours of meetings, events are an integral part of the life of a company. Whatever the objective, an event must be properly organized beforehand. Budgeting, visitor registration, security... If you prepare every detail, your event will be unforgettable and impactful. Following these few tips can greatly help you shine in this field, especially if you are a beginner.

The different steps to organize an event project 

To ensure a successful event, there are a few steps to follow that are essential for success! 

  1. Define the objectives

Organizing corporate events is essential for many reasons: to motivate your employees more, to facilitate the integration of new employees, to congratulate teamwork, to promote your company... It could be a seminar, a team-building, a conference... So take the time to determine your objectives and organize the right event. You should also identify the target and plan theregistration of visitors.

  1. Define a budget

The backbone of your event, the budget must be well prepared in advance. Once you have defined a budget, it will be easier for you to choose an appropriate venue, activities, providers... Even the smallest details must be taken into account to help you establish a budget.

  1. Determine a date

Once you have predefined your goals and the type of event to organize, all you have to do is set a date for it to take place. This way, you can get a head start on the preparations. Once the date is set, notify the participants and think about theregistration of visitors.

  1. Prepare the timing

If you want to avoid unforeseen events, define a duration by preparing a good timing. Take into account all the points: the catering, the proximity of the places... The duration of the seminar should not be too long nor too short.

  1. Find interesting activities

Activities represent the interests of an event. It is therefore important to find activities that are likely to interest the participants and that are adapted to your objectives. Choose between sports activities, group activities, activities offering challenges...

  1. Choosing the right event space

Organizing a seminar in a concrete room is no longer an option. The trend is to choose an event space that meets your needs, your equipment and the activities you wish to organize.

  1. Do not neglect security

Security is a fundamental aspect of any corporate event, and must be carefully considered. Make sure that your meeting room or venue is well secured. Appoint a person to be in charge of visitor registration. Establish safety rules in line with current standards, such as the presence of fire extinguishers.

The importance of visitor registration

The main tasks of an event manager are to design, manage, promote and organize gatherings of all kinds. He or she may also be responsible forvisitor registration

However, it is not always easy to manage all this flow of people. This often implies recruiting a large number of staff. Some of them will be in charge of the registrations before the event and others will be in charge of the entrance at the beginning of the event.

That's why there are specialized software programs in this field that make the daily life of every event organizer easier.

The idea is to manage the comings and goings of visitors thanks to the database filled in at the beginning. 

Whether it's through a badge, an ID, a QR code or other, it is no longer necessary to focus all your attention on the entrances to an event. Afterwards, your statistics will be precise and will allow you to study the participants in detail in order to surpass yourself the following years!

You will also be able to assign roles to different degrees, allowing privileged access to certain visitors and staff members.

So, are you ready to unload a significant burden in terms of organization? Hamilton Apps remains at your disposal for any further information.