Ten Tips for the Next Project X!

People often aspire to be part of the organizing team for events, mostly because of its perks, may it be the free food or merchandise, or the chance to be up close and personal with the event guests. However, events are not easy to organize, as they entail a lot of preparation on the organizing team’s part. One must be prepared for insanity — a lot of sleepless nights, countless stressful meetings that run for hours on end, and being pushed beyond their limits that a nervous breakdown is almost inevitable.

From strategic planning up until event delivery and closure, the entire event life cycle is a challenge in itself, but many will agree that the positive feedback they receive after the event make the experience worthwhile and much more bearable.

Of course, organizers don’t get out of these events clueless. A lot of valuable lessons are learned, some that would have saved time and kept their sanity a little more intact. Let’s take a moment to review these lessons together. This is not meant to discourage you from organizing your own events, mind you, but this is so that you can plan, execute your tasks properly, and save yourself the heartache while it’s still early.

Let’s get the ball rolling, shall we?

TEN TIPS TO EVENT SUCCESS VIA SOCIAL MEDIA

Photo credit: MissionGuru

Photo credit: MissionGuru

1. DO market research and feasibility studies before planning an event. Make sure there is a market for your event and that you can find this market on social media. Social media advertising is fast, free, and modern — it’s best to make the most out of it by planning an event you can effectively promote on social media to a market that is highly interested in joining the bandwagon.

Photo credit: caldystake.com

Photo credit: caldystake.com

2. DO start planning your event as early as four to five months in advance and start hyping the event as early as possible, especially if your target audience is in their late teens to early thirties. They’re all most likely going to be very active on social media. Get them intrigued and hyped up while it’s still early. Create an official #hashtag while you’re at it too!

Photo credit: Windows Central

Photo credit: Windows Central

3. DO use ONLY one official Facebook page for your event, and make use of the Facebook Events feature. It will hurt your audience turnout more than you can imagine. If your event runs annually, do make use of the Facebook Events feature. Not only can you proactively invite your friends and relatives to join the event, you’ll also have a pretty good minimum estimate of how many people will confirm and attend the event. Facebook Event pages also have this nifty feature of updating everyone of new posts to the event page, so this channel is helpful for disseminating new information on the event as the d-day draws near.

Photo credit: Pinterest

Photo credit: Pinterest

4. DO make sure you also submit a press release (PR) to newspapers and bloggers for publishing — there is only so much Facebook and online marketing can do. No matter how digital or how high-tech this generation seems to be, not everyone is on Facebook. Some may still be lurking on Tumblr or Blogspot.

Photo credit: Eventbrite

Photo credit: Eventbrite

5. DO prepare sponsorship letters and send out as soon as event date and details are complete and finalized. Include a brochure or leaflet on what the event is all about and event’s significant achievements. At the same time, make sure your website is up, your social media accounts are set up and posts are scheduled properly. Having well-planned and consistent social media postings on your accounts will be beneficial, more so that sponsors are checking out prospective events’ websites and Facebook pages.

Photo credit: Tekara

Photo credit: Tekara

6. DO keep open and constant communication with the team. Make use of Facebook Groups! Messages and important communication will  end up being buried in a group chat. Miscommunications will cultivate insecurity and discord among the team members, especially for those who are new to the event scene and do not know what to do.

Photo credit: Bekker Inverstments

Photo credit: Bekker Inverstments

7. DON’T forget to make sure that you have enough budget for the event or have resources to make up for the lack of it. Want to run Facebook ads for your event for a wider audience and reach? By all means, do so, but not without making sure that you know exactly how much you’ll be spending for Facebook ads.

Photo credit: Smart Unit UK

Photo credit: Smart Unit UK

8. DON’T ignore negative comments or feedback on the event page. Be proactive and find solutions or explain your side if needed. Reputation and crisis management on online platforms is one every important aspect of event management that must not be overlooked and must be properly carried out or attended to. Focus on turning these bad reviews into positive, raving reviews, and turn these fans into brand ambassadors.

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9. DON’T blow up at your teammates even at the height of stress. Keep calm in case of bad situations and figure out solutions calmly. Do NOT put the blame on anyone. Everyone is going to blow up at that rate.

Photo credit: Evenesis

Photo credit: Evenesis

10. DON’T forget to call for a post-event evaluation meeting at the most two to three weeks after the event. This will be your venue as organizer to evaluate your efforts for the event and see which areas need improvement. This is also the time for you to evaluate how effective your social media marketing strategy is.

Save yourself from the heartache when you keep these tips in mind! Take it from me, dear readers. Events aren’t easy, but it feels fulfilling when we watch these events succeed. Invite us to your next event, yeah? 🙂

Joanna Pearl Santos

Joanna Pearl Santos

Digital Project Manager at Third Team Media
Joanna is a KPop fangirl, Japanese otaku and social media lurker who lives and breathes Twitter. She also does event management and wonders how her sanity is still intact.

Fluent in English and fangirl-speak but is trying to conquer Japanese and Korean.
Joanna Pearl Santos

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Joanna Pearl Santos

Joanna is a KPop fangirl, Japanese otaku and social media lurker who lives and breathes Twitter. She also does event management and wonders how her sanity is still intact.

Fluent in English and fangirl-speak but is trying to conquer Japanese and Korean.

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