Party Ideas

5 Tips for Nonprofessional Event Organizers

From Diobox

By Tessie Barnett

Article author, Jason Malki, is the brand marketing manager for Diobox which helps you host meaningful events using the most advanced tools that provide engagement & insight.

 

Not a professional event organizer? No problem! Use the tips below to help reduce your event budget, engage your guests, and plan a more successful event.

1. Reserve a Venue Early On

Having a venue reserved allows organizers to begin marketing efforts in advance, which would lead to more early bird sales. It also has a budgetary advantage as other venues with similar capacities and layouts could have significantly lower prices when reserved a few months before the event. Contacting potential venues early on also provides more leeway regarding the dates as the venues are more likely to negotiate and provide a discount. Adequate due-diligence prior to choosing a date ensures that other competing events aren’t scheduled around the same time or that your event doesn’t coincide with certain holidays that would impact attendance.

 

Image of large crowd gathered in an open venue.

 

2. Stick to a Theme

Creating and sticking to a theme establishes an atmosphere that attendees can easily understand and enjoy. An event’s theme can be as simple as constantly using a logo or more involved with communicating a brand identity. In either case, the theme should be consistent from the messaging to the materials. Invitations, photo backdrops, signage, tableware, apparel, takeaway gifts, hashtags, etc. should all adhere to the theme.

 

Box of invitations and takeaway gifts with a specified theme used at an event.

 

3. Hire Experts

Hiring an expert event planner is a safe way to minimize potential hitches at an event. Make sure the planner has worked on similar events in the past as many types of events have their own special event organizers like ones who arrange a wedding, a charity function, a party at a nightclub, or a conference. We recommend GigSalad, which features over 60,000 bands, entertainers, and event services for hire.

 

Image of professional planner inspecting the details of a flower arrangement.

 

4. Use the Right Event Software

Finding applicable event management software can be a time-consuming and meticulous process since different types of events need different solutions. Many organizers avoid event software altogether, but doing so often leads to complications when checking-in attendees, collecting analytics, communicating with attendees, and so on. If you’re in the market for an all-in-one event management software, you should request an invite to Diobox’s launch.

 

Image of an iPad with the diobox event planning platform.

 

5. Collect Feedback and Iterate

Amassing feedback before, during, and after an event allows planners to learn from their successes and failures. Timing is key to getting good participation, so we recommend asking for feedback during the event’s coffee breaks and/or within 24 hours after the event ends. Formatting questions with yes/no answers or on a scale from 1 to 5 is the easiest way for the guests to respond — you can always leave a section for additional comments at the end. Another technique is to simply to delegate event ambassadors to walk around the event and ask attendees for their feedback, since in-person conversations are more convenient. A great way to encourage this feedback is to offer potential prizes.

 

Image of several professionals meeting at an event shaking hands and networking.

 

These event tips will help you obtain the best venue available at the right price, and it will lead to great branding throughout the entire event lifecycle. More importantly, you’ll create a more personal relationship with your attendees, which will keep your event company in the know.

 

Looking to hire entertainment at your next event? Check out your local options on GigSalad!

Search

Leave a Comment