Whether you’re planning a luxury event to get your business off to a successful start, to reward customer loyalty, or to introduce a new product/service to market, there’s no denying that event planning can be stressful.
After all, while a well-organised event can work wonders for your brand and business, a poorly-organized one can damage your reputation quite considerably. This could turn customers away from your brand, sending them directly toward your competitors instead.
With that in mind, here are some top tips that you can use to plan an unforgettable luxury event for your business.
Set your Budget
Running a business event can quickly get expensive, as there is simply a lot to pay for throughout the process. This includes:
- Venue hire
- Entertainment costs
- Catering Marketing/Invitations
As such, it’s crucial that you determine how much money you can allocate to this task ahead of time. Of course, you can be a little more frivolous with your spending if you host a ticketed event, where guests pay a small fee to attend. However, it’s important to note that events of any kind can improve customer loyalty, which means that they are well worth the investment as you will likely see an increase in sales after the fact.
Find the perfect venue
The first step toward planning a successful business event is finding a suitable venue. There are various different factors you must consider here, such as your budget and the amount of space you actually need. If you are planning to give a speech or invite keynote speakers, you must ensure the venue is equipped with the right tools and tech for this.
Furthermore, if you are running a luxury brand, you must also choose a luxury venue. However, it’s important to note that you can make an ordinary space seem much more luxurious than it actually is through high-class decor.
Purchase event insurance
Many event planners forget to purchase insurance, despite the fact that it provides you with a lot of additional protection and peace of mind. After all, while your guests may intend to be on their best behaviour, you are not in control of their actions. If an accident happens, and property is damaged, or somebody gets injured, you may be liable and face a series of costs that your business is simply not prepared to handle. Conversely, by investing in insurance, you are better protected from such incidents.
As such, it is well worth the investment to purchase event insurance, especially as one day event insurance will cost you $76.5 a day on average. A small price to pay for the benefits this brings.
Think about catering
It’s also crucial that you get the catering right when planning an event, as it’s often one of the main topics of conversation. To begin with, you should inquire as to whether or not guests have any dietary requirements or restrictions so that everyone’s needs are met.
You should also reach out to local vendors and catering companies, as this is a great way to forge meaningful business connections that may come in handy further down the line, alongside supporting other, smaller businesses.
You should also ensure that the choice of food and drink serves matches the theme of the event and your brand. This will make the entire event seem more cohesive and well-organised. For example, you could rename popular cocktails so that they match your brand or products. This gives the event a much more personal touch.
Send out invites early
Sending out invitations early is another great way to ensure that your event is a success, as it tends to improve the overall turnout. Fortunately, there are many different ways in which you can send out invites to loyal and potential customers.
For example, you should start by inviting those that are subscribed to your business’ mailing list, as this is “the easiest way to generate ticket sales because the people you’re contacting already know about your brand. If you’re emailing contacts on your marketing list, you know they’ve already expressed interest in what you have to offer them.”
However, you can also drum up excitement on social media ahead of time, by advertising the event before tickets go on sale. For example, you could share information about speakers who will be present, or photographs of the venue to generate a sense of excitement and interest.
Put together an event timetable
Another way in which you can ensure the event runs as smoothly as possible is by putting together a timetable for the day/evening. For example, you may want to begin with welcome drinks, before moving on to talks, product demonstrations and finally the meal. Either way, you should ensure that all guests are aware of this schedule as it will help things run smoothly. Of course, you should also be prepared for things running behind, so that you’re able to adapt when necessary.
You can share the event timetable with guests upon arrival, or ahead of time on social media, or in a final email or letter before the event itself.
Don’t forget the music
While you may not be hosting the kind of event where you’d expect people to dance the night away, there’s no denying that music is important at business events. This is because it provides a backdrop to any conversation, and can help you create the perfect atmosphere.
As such, you should think carefully about the music you play during your event. For example, instrumental music can create a sense of calm and peace, which puts your guest in a good mood while also encouraging people to chat with each other. If you play songs your guests like, they’re more likely to associate this feeling of positivity with your brand.
Furthermore, the music playing can help your event run smoothly by giving people a sense of direction. For example, closing the night with a slower-tempo song shows that the event is winding down as people take action cues based on the music they hear.
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