If you choose the location yourself, it is important to consider some nuances:
– A separate hall for your holiday! If you are planning your own program (presenter, music, show), you definitely need a separate closed hall so that no one disturbs anyone. And even in a restaurant, they are unlikely to allow their program in the common hall…
– Free space – choose a hall so that there is free space for a disco, show, musicians.
– Dressing rooms – if you have artists who need to change clothes and stay somewhere between performances, then agree with the restaurant on providing such a room.
– Selecting a location through an agency – the event agency, as well as with the presenters, knows most of the locations and their possibilities, of course the agency can choose a suitable location, but only if the agency is engaged in the organization of the event on a turnkey basis.
Event format
From personal experience, I can identify several formats of events:
1) Seminar, training or lecture. Often, such formats are run by small companies that tell stories from their personal experience. They have been doing, say, online promotion for a long time and want to find new customers at their events. Sometimes they hold contests right at meetings where they give away free services or products. This ensures the interest of the participants and motivates them to attend subsequent events.
2) Conferences. This format brings together several companies – professionals in the same industry. They talk about new achievements, arrange open lectures with questions to experts, and give free consultations to meeting participants. The conferences are always attended by market leaders, whose names are well known to the participants.
3) Presentation evenings. Here, the presence of both one organizer and several is possible. Very often the organizer invites his colleagues in the related field to speak. They talk about their products and find out what guests think about them. These evenings include meetings where startups present their projects and receive the first feedback from potential clients and investors.
4) Networking. The most informal type of events. Its participants come to get to know each other, find business partners or just have a great time with people with the same interests. At some meetings, the organizers offer participants free drinks and food (such as pizza).
If I haven’t named any other event format, then you can always add to the article in the comments. But in my opinion, these 4 are much more common than others.
Show program for the evening.
If you have ordered several performers, we recommend hiring an additional coordinator so that you do not have to run after the artists, meet them, monitor the exits according to the timing, etc. And the coordinator will cost only 2000-3000 hryvnias. For the entire event, he will be able to take on all organizational issues.
Of course, you can transfer these tasks to the presenter, but we do not recommend it! Because the presenter should not be distracted by other tasks that do not belong to the event. For example, the presenter ran to the dressing room after the artists, and here it is necessary to give the floor to the guest, but no one can do it…
One more wish – if the artists or the presenter of the rider do not have food, then feeding them is at your request (optional), but at least put water and offer tea or coffee.
Equipment to the west.
We often hear from the client that the restaurant has some equipment and we don’t need a DJ with equipment. But believe me – high-quality equipment and a professional DJ are also the key to a good event. Most often, the equipment in restaurants and their local staff are not suitable for holding events!
Or this option – we only need a presenter for a corporate party in nature for 50 people, and we don’t need a DJ with equipment, we don’t plan to dance… Yes, maybe the customer doesn’t need a DJ, but the presenter does! The presenter will not be able to hold an event without accompanying equipment and a microphone for 50 people, even on the street… Of course, you can give the presenter a mouthpiece, but it will be a failure!
Recommendation – presenters, as a rule, work with their proven DJs, so when choosing a presenter, most likely he will offer you his DJ with equipment and you will not have to look for someone on the Internet.
Gifts for guests.
Come up with small gifts for guests, they will be pleased. These can be memorable souvenirs, small desserts that guests can take with them at the end of the event, instant printing of photos at the holiday or cartoons for guests.
And we also need a prize fund for the competition program. We recommend having an auction with a few good prizes, rather than giving away small useless gifts throughout the event. Well, or listen to the presenter’s options.