Event is important for people, communities, and corporations to make a social forum that gathers many people to attend for certain purposes. To hold an event, people who are appointed to an event production team need to plan and consider many things to create the best events that can help them achieve their goals.
Make Your Ideal Event With The Professional Help
You can create events by yourself if you want to create a small event, but it will be difficult if you want a big event. To create a big event, you need a professional team that works in the event organizer field. The event planner or event organizer can help you to ensure your event is successful and run smoothly.
Event organizers can help you to plan, concept, and execute events for you. There are many event organizer organizations but Alpha Seven is one of a kind. Alpha Seven is an event documenter company that offer
event production services located in Bali. This company provides many services, especially in field events such as event organizer, hybrid event organizer, event productions, MICE, event planner, and wedding organizer.
Major Components Of An Event
We already talking about creating an event, you can trust an event planner organization to concept and execute the event for you. Even with an event organizer, you need to consider some aspect or component of an event to ensure that your event is done right. Without proper consideration, your event might be slightly missing from the purpose of the event, or at worst the event ended badly.
We already summarized some components in event production that you need to consider such as the theme of the event, the location or venue of the event, the agenda of the event, registration or reservation for the event, marketing and communication, and event sponsorship or partnership. The detail of each component of an event is explained below:
Theme Of The Event
The first component of an event is the “theme of the event”. The theme of the event can determine how the event will be done because it is used as the core idea of the event. The Theme in an event can mark an impression of the event to the audience and create memories and experiences that might be remembered by people who attend the event.
1. Theme Can Reinforce The Purpose Of Events
A well-chosen theme can help the attendance of an event to understand the purpose of an event being held. Using the correct theme for an event can help you to pass a message or align the goals you want to tell to the attendance at an event.
2. Determine The Identity Of The Event
As it is said before, a Theme can determine the identity of an event. A chosen theme might be used in many things during the event such as decoration, music, amusement, and other event components that make an event different than other similar events.
3. Appeals The Audience
Theme can appeal to the audience who come to your event. You can choose a unique theme for your event to create a unique experience for the audience of the event, or choose a theme that is commonly used but still can please the audience.
Location/Venue
Location plays an important role in how the event is conducted. In planning and concepting an event, you and the event production team should choose a suitable location or venue that can support your event from beginning to end. You must consider the location of the event carefully and wisely because location can greatly affect how the event will be done. Some information might help you in considering an event location.
1. Place That Suitable For the Event
You need to understand the nature or purpose of the event you want to create before considering the location or venue that will be used as the event location. A place like a hall is suitable for indoor events that purposed to have limited attendance and be kept closed to prevent disturbance from and to neighboring properties, while a place like a field can be used for outdoor events that require big space for many visitors to come and enjoy the event.
2. Décor And Atmosphere
Decoration and atmosphere of the place are also something that you need to consider in creating an event. Correct decoration allows you to make the theme of the event stand out. The atmosphere of the place can be enhanced by putting decorations and using music. You should know the purpose and theme of your event to make a consideration about choosing decoration and controlling the atmosphere of the place for an event.
3. Accessibility And Transportation
The accessibility and transportation of the location are important to be considered in choosing a location for an event. You should choose a location where relatives are easily accessed by people. It is also good if you can accommodate your attendance with transportation service to get to your event.
Agenda
We could say the agenda is a very important part of an event. It can be said that without event agendas, an event can’t exist. The agenda includes every part of activities that are planned in an event from the beginning until the end of the event. You should be careful in creating an agenda for your event during the event production process so every event activity can be meaningful and done correctly.
1. Conduct Mapping
Things that you need to consider in planning an event agenda is mapping activities during the event. You should consider whether the activity suits or not with your objective in the event. You also need to arrange the sequence of activities during the event.
2. Amusement
Amusement can play many roles and how big the amusement gives an impact in an event depends on the nature and objective of an event. Amusement can play an important role in events where the focus of the events is entertaining such as music events and festivals. In formal events, amusement is used as a supplementary activity, normally used as ice breaking in the middle of an event.
Registration/RSPVP
Registration is also an important component in event production planning because it can give your attendance a first impression of the event you want to create. You should plan it carefully to create a good registration so it will leave a good impression about your event to your target audience. There are some information related to the registration:
1. Registration Platform
Because it is already a digital era you can take advantage of using many digital and online platforms. You need to consider some factors in choosing the platform or application that you use to conduct registration.
2. Registration Deadline
Registration deadline also needs to be considered. Normally the digital registration has a deadline around a month or two months before the event will be held. You need to consider the registration deadline to plan every logistics you need during the event day.
3. Essential Information
Make sure you put a form to collect essential information regarding your target attendance that will come event. The essential information such as name, contact details, and address are basic information that you need to register the attendance.
Communication and Marketing
The next important component in creating an event is marketing and communication with the attendees. After the registration period ends you still need to communicate with everyone who already registers to come to your event. Communication such as giving the update for the event from the registration to the event day.
The marketing is important to sell the event to the target audience. Marketing can be done by telling the audience about the highlight of the event, the interesting agenda of the event, the guest star, and any information that can make the target audience interested in coming.
Sponsorship/Partnership
The last component of an event is sponsorship or partnership. Sponsorship is very important for event production since it can help you to gain financial resources in conducting an event. Without sponsorship, you might be overwhelmed by the amount of money that you need to pay for renting a location, paying the speaker and musician, paying for the décor, and many more.
To gain the sponsorship normally you need to propose some companies to get their financial backup. To gain their financial backup they will need you to do certain things that give them benefits such as promote their product during your event.
An event is a good spot where business sponsor can promote their products, goods, and services. There are many ways to help your business sponsors or partners to promote their product such as using sponsor booths and signs in strategic places. You can also use creative ways to showcase the sponsor in many places such as water bottles, tote bags, and many small parts that are easy to see by the attendance.
To summary there are six major components of an event that you need to consider during the event production. You need to consider carefully about the theme, location, agenda, registration, marketing, and sponsorship. If you need professional aid in creating your event, you can always look at Alpha Seven who is ready to help you plan, organize, and execute your dream event.
