As it goes with other people, the first impression is often the only thing people will remember with many other aspects of life. Launching a product is definitely one of those tricky situations, where you need to visibly position it on the nowadays market, or else it can end up a complete fiasco. And if your company plans to offer a new product, what could be a better way to introduce your clients to it than gathering them on an event? Dealing with business on a social event is more casual and people end up being more relaxed and open towards new ideas. You are offering your clients a whole experience instead of a plain business presentation, which they will appreciate. In order for an event to be successful, there are numerous factors to consider, so let’s dive in!
Understand the complexity!
Dealing with people can be stressful enough, but dealing with teams who ought to be perfectly coordinated brings a whole another level of stress! You’ve probably at least once been part of an event where the catering was late, or a sound system wasn’t operating properly. Try to remember what was your impression upon leaving. You don’t want people to leave your event feeling something was missing or to hear comments while mingling the organization is bad. From choosing a venue to seating arrangements, delivery of food, wardrobe system, and music, there are so many details that can be crucial.
Making a list can surely help, but if you’ve never dealt with this, it’s highly recommended to opt for an event management company to help you in both the vision and organization of tasks. If you’re worried about budget and this item seems too expensive, bear in mind such companies can actually help you reduce cost! They are experienced and deal with events on a daily basis, so they’ll have a whole spectrum of potential threats and the same goes for solutions. They have established relations with best vendors and restaurants, and furthermore, most will get you a great deal on price because of their previous (and future) cooperation.
It all starts with an idea (and final budget)
Before you start booking anything, estimate the maximum funds you can dedicate to the realization of this event. Sticking to a budget can be a challenge, especially if you’re dealing with items one step at a time. We’re not saying this is wrong, but simply that if you don’t calculate all the possible costs, you won’t be able to create a realistic vision. Leave for a contingency plan for the unfortunate turn of events (five to fifteen percent of total cost) but put it in the starting equation, instead of having to go over budget!
Leave enough time for planning and consulting, as the offers will be higher if you seem desperate, searching for a venue or a service for sometimes this week or asap. Since we’re talking about a product launch event, you shouldn’t be in a hurry! Leave at least a couple of months for the best results! Only then you’ll be able to think rationally and find a combination that will make your event upscale and your guests wanting to spread the word about the product. Above all, that is the main goal, right?
The main structure of the event
Create some specific goals and divide them into smaller tasks. Think of the concept of the event and how you want to present yourself. Decide the duration and separate it into formal and informal segments. People love mixing business and pleasure, so a presentation followed by a cocktail party always sounds attractive! Choosing a reliable venue can help deal with many issues during both planning and realizing an event. For example, you won’t have to be bothered with parking or wardrobe if chosen in the right place.
Make sure there is no backing out, and sign agreements with all the parties involved, your vendor included. This will prevent the most of last-minute changes and provide guarantees so you’ll be able to focus on details, such as seating arrangement, music, and decorations! In accordance with the venue, set a clear limit for the number of people in order not to overcrowd it! Put your partners and your target group on top of the list, and ask for guests to rsvp. You don’t want it half-empty either!
Create a unique experience
Your company has a certain reputation, and you should use this event to reestablish it. Think of what you offer your clients on a professional level, and try to make this event resemble those standards. Possibilities are endless, and you can be really creative in the format of the event. Organize a brainstorming session with your team (and preferably experts in event planning) so you can find a connection between your target group and the product.
Don’t be afraid to think outside the box, and consider everything, perhaps what you need is a theme party with a dress code! The only thing that matters is to provide your guests with a unique experience that night, something they will make them remember why they chose you in the first place!
The devil is in the detail
The smallest aspects are often overlooked as people are dealing with bigger issues. Remember that exceeding people’s expectations in ordinary things shows you’ve actually thought of their comfort. No line at the entrance, proper organization of seats and a gift bag for when they’re leaving can make a long-lasting impact.
A further tip - dedicate a section for something unusual and try to provide several fun activities. For example, you can rent a photo booth with accessories or several arcade games in order to lighten up everyone’s mood! Or create a contest in the form of group activities!
Conclusion
The more the product is important to you, the more pressure you’ll feel but the only solution is a good organization. Divide the roles in your team and deal with any problems without overthinking. For your sanity’s sake, create backup plans for every item on the agenda. Double-check all the technology and be prepared to dedicate that night to your guests only! Depending on the product, think creatively in terms of offering samples. And the most important thing, be a part of the atmosphere, even in case the event isn’t 100% what you’ve imagined!
