Many people have compared that the event organization is like a jigsaw puzzle where players only succeed when putting together hundreds or thousands of small pieces of detail into a complete picture. Today, the organization of events has become one of the important tools in marketing, especially in PR.

There are many different types of events, each with different purposes and roles in the overall strategy of the company. However, for any type of event to be successful, it is still necessary to follow an event organization process and certain events:

1. Requirements study 

Before starting an event planning, one must exploit and understand the most basic requirements. This request is made by the investor and the customer. These requirements are expressed in a brief, based on this brief we will clearly define what we need to do, how to organize the event. To execute the brief, you must be able to answer the following questions:

• - Type of event to be held (press conference, product introduction, talkshow, ...)

• - What is the goal when organizing the event?

• - Who are the attendees?

• - How many guests will attend?

• - When and where will the event take place?

• - What is the budget?

• - What is special about the company's product or service?

2. Brainstorming

In this stage, the event organizers must gather a group of people to brainstorm ideas for the steps to organize the event. Note that when implementing, it is necessary to understand the requirements of the brief, and at the same time understand the products or services of the company that require the organization of the event. After thinking about the idea, the event organizers will show it on the proposal, which is how to create Event products on paper. This program will be sent to the customer with a quote and waiting for a response from the customer. Usually, for an event, this is the most important stage, making the difference between event companies. But a good idea does not guarantee the success of the event because it depends a lot on the organization.

3. Event design 

This stage is the idea-specific phase. Issues include:
- Venue of the event.
- Program time and program time.
- Theme (theme/concept) of the program.
- Graphic design for the program.
- Detailed program, including what activities, how time.

 

4. Planning

This is when the event organization process is most detailed before implementation. The event company needs to pay attention to issues such as:
- Budget.
- Human resource implementation.
- Equipment supplier.
- How to ship.
- Analyze possible risks.

 

5. Execution 

An event usually takes 2 weeks to make. Including preparation activities such as uniforms, banner printing, standee installation, hiring, stakeholder communication. Some event organization companies will outsource some activities and send a department to monitor the activities... Note that it is necessary to discuss with customers regularly to gain approval from customers, and always strictly control suppliers to limit all possible risks.

6. Set up 

The preparation process is done at the venue of the event. Preferably 1 or 2 days before the event date. There should be a table of to-dos to easily track progress and not miss any steps. Pay attention to the shipping time. Department heads will coordinate human resources according to the assigned work. When something unexpected arises, everyone will gather together to solve it on the spot.

7. Finish

Event organization steps, always closely monitor when the event takes place. Adjust when problems arise.
- At the end of the event, move the furniture to the warehouse (removal): clean the venue (cleaning), repair the used items (repair), pay the contract to the suppliers (contract acquittal), storage (storage)…
- Meeting to learn from experience: After the event ends, in the event organizing company, each department will write a report to record the shortcomings in the preparation process, the process of taking place and the process of ending the event to Let's learn together for future events.

EZ COMMUNICATIONS COMPANY LIMITED

Address: No. 31, D11 Street, Tay Thanh Ward, Tan Phu District, City. Ho Chi Minh City
Tax code: 0315570589
Phone: 0937695444 / 0907710660
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Website: www.ezmedia.com.vn

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