7 Keys to a Successful Event!

7 Keys to a Successful Event!

1. NAME TAGS – This is so simple but often overlooked. Having name tags for your guests makes it easier for everyone to loosen up and have a good time.

It is especially hard for people who don’t see each other often (or none at all) to remember people’s names. This can create unnecessary tension at your event. It also makes easier for you trying to remember everyone (especially if there are spouses attending the event).

2. LIMIT DURATION OF AWARDS – The #1 complaint of people attending special events is that it was too long (or SEEMED too long).

The part that is the most boring for your audience is the prize/awards ceremony. These should always be as brief as possible. Unless you’re the one receiving the award, it’s really not that entertaining. Also, this should be towards the end if not the last thing you do for the day.

What happens if it’s right away is, the people lose interest (unless they win something) and want to go home that much earlier. By saving this for last, you prevent them from leaving before your entertainment starts.

Also, it’s good to tease them with that kind of stuff throughout the event to help encourage them to stay until the end. It doesn’t look good to the company President or CEO when half the people leave only halfway through the activities planned.

If you have lots of prizes or awards, think speed. You don’t want to lose your audience!

A good idea for prizes is to tape a certificate or something under the one chair at every table. Whoever is sitting in the chairs are the winners. You just saved the time of having all of the people come up separately for their prize. Along the same lines, have the audience hold their applause until all of the people have been announced.

3. ROOM & AUDIENCE SIZE MISMATCH – If your room is larger than needed, don’t center tables or chairs. Keep them close to the stage or presentation area so that the entertainer can get intimate with the audience. Also keep in mind, a lot of magic isn’t meant to be viewed from the extreme sides or behind. I only need about an 8’x 8′ area to present my performance.

4. NOISE COMPETITION – An entertainer never wants to compete with clanking dishware or a loud party in the next room. Likewise, when others talk during the presentation, it’s rude.

When scheduling the agenda with the venue, ask what else is going on around your area. If something arises, have the noise stopped!

5. ROOM REFRESHING – I’m amazed when servers refresh table during a presentation! If the venue or caterers can’t schedule this during a planned break, skip it. It’s more distracting to have people wandering through the audience than to have a few tables be temporarily out of water.

6. ROOM TEMPERATURE – Rooms run hot or cold and adjustments are often hard to make. A large empty room tends to be cold, especially in the morning. Stuff it with warm bodies, and the temperature steadily rises. If you can’t adjust the temperature, at least let the audience know the problem is being addressed.

7. PLAN CONSERVATIVELY – A common mistake made by many meeting planners is to plan too many activities or speakers during the party causing it to run long or having to cut events out. This can turn out to be very stressful, so it’s better to plan time conservatively.

Hope that help to make your next event smooth and memorable!