Event planning is a challenging task, whether you are planning to set up a small meeting with your team or monitor a large award show. Every event, from small to big, requires full-time dedication, commitment, detailed planning, and a supportive team.
Every event has its goals, budgets, and targeted audience, which need to be meticulously managed. Thus, event planning is essential for organizing successful events and exhibitions.
The dynamic culture, growing economy, and multicultural population make it a great hub for event planning in Saudi Arabia. The rich landscape of Saudi Arabia offers a host of events, starting from trade shows to multinational conferences.
To achieve the zenith of success in event planning, you need to work with the top event management company in Saudi Arabia, which has the expertise to take you beyond your dreams. At Major Entertainment, one of the top event management companies in Saudi Arabia, we make your event an experience of celebration and delight with our creative and dedicated team.
This ultimate step-by-step guide will help you go through the process of event planning in Saudi Arabia and understand the major factors to consider and follow:
Step 1: Set Goals and Objectives
Your priority should be to spend some of your quality time setting goals and identifying your objectives, such as why you are planning this event. What are you aiming to achieve out of this? Be specific about your goals and objectives while planning your events and exhibitions. Let’s assume your aim is to increase your revenue by 30 % compared to your previous event. Or take your social media followers to more numbers by posting about the success of this event. When you are clear about your goals, you can plan the event well, and it’s bound to be successful.
Step 2: Set the Budget
Every plan should be based on budgets, so creating a realistic budget will help you plan better. Moreover, when you set a budget, it helps you to stay away from unwanted surprises like running out of money for entertainment or decor. What can be more embarrassing than that? A successful and expert event planner will always jot down and calculate their budget in advance and continue editing it based on variables to stay away from crises. Break down your budgets based on your listings and plan accordingly.
Step3: Map down the Plan
Based on the budget and objectives, you can start creating a preliminary plan draft. Always remember these plans might vary based on certain circumstances, and you may need to alter certain things as you proceed. Be sure to include preliminary details like when you plan to cast the event to secure the venue; the event’s location is the second most important detail. You have to plan based on whether the event is virtual or offline. Create a shortlist of the names of venues from various cities. The details of the number of attendees will also determine the size of the venue.
Step 4: Set Your Event Team
If you are planning a larger event, you need to have a dedicated and properly organized team. You can build a successful team by assigning the right roles and responsibilities to the right individuals. In case your team is small, multiple roles can be assigned to an individual. Your team must have an event manager, marketing coordinator, designer, and technologist.
Step 5: Focus on Event Branding
Your Event branding sets a spark for your event. When choosing your event branding, ensure that a brand event always reflects your organization’s brand. Your event branding should include the following:
- Your event’s name
- The theme of the event
- The theme’s logo, color, and topography
- The on-site decor
With the help of these branding elements, present a perfect advertisement for your event on your event website, email, social media platforms, and your event app.
Step 6:Get Ready for the Event
When you are ready with everything about the event, it’s time for execution and experience. Get ready with all the right types of equipment, such as speakers, screens, signs, and systems for registering people. Rehearse everything again and again to give the best short on the final day if you have enough time.
Step 7: The Ultimate Checklist
Every minute matters to make an event successful. To avoid any mistake, ensure having a checklist to be prepared and well-equipped with everything. Follow the below-mentioned checklist to ensure everything is done:
- Venue
- Event Agenda
- Catering
- Marketing and Promotion
- Registration and tickets
- Event Staff
- Branding
- Sponsors and Exhibitors
- Speakers and entertainers
- Event technology
- Permit or licenses
- Accessibility
- Health and Security
Step 8: Secure Your Technology
You need the best technology to organize your event. People will expect online registration, and thus, you’ll need a technology solution. You should also consider technologies that might help elevate your team’s productivity. In order to have the best performance with your team, ensure execution of the following technologies:
Online registration: The top event management companies like Major Entertainment make it easier to offer online ticketing and registration and manage the process of online registration.
Productivity technology: You can use technological tools like Trello, Slack, and Zoom to assist your team’s productivity and help them with your skills.
Event app: Consider creating an event app to elevate the attendee experience and streamline your promotions/communications.
Live streaming: It’s quite normal these days to live stream offline events, and many events are 100% virtual in nature, so you’ll need to consider the right live streaming equipment and platform. Just imagine the whole world watching your event live!
Summing Up!
By following the step-by-step guide, you will be ready to start planning and organizing your event and can accomplish a huge success in event planning in Saudi Arabia. As discussed, when planning an event, the earlier, the better: secure your venue and event date as early as possible so you can move forward to secure the other details. Remember to have your checklist with you.
Also, create a system to help you evaluate the event after it’s executed by measuring the actual performance with your objective(s). For instance, you can conduct surveys to understand your attendees’ experience during the event. With these ultimate guides to event planning, you are on the way to achieving the vision of organizing the best event planning.
We at Major Entertainment aim to be the most innovative pioneers of event management. To experience the best and make your occasion a memorable one, allow us to showcase our creativity on your special occasion. Let Major Entertainment make your special events turn into the most successful ones. Please contact us here to discuss your event requirements in detail.