business event management assignment

10 steps to a memorable business event

By Jennifer Montérémal

Published: October 24, 2024

Table of contents

How do you organize a public or private event on behalf of your company?

By using the best practices.

While there are a multitude of professional events (trade fairs, congresses, open days, seminars , team-building , company parties , conferences, training sessions, cocktail parties , etc.), it is possible to identify the different phases in their creation.

Respecting these stages gives you a clear vision of the organization of your professional event, and brings you peace of mind. As any good organizer knows, a poorly put-together event can become a path strewn with pitfalls.

To help you avoid these pitfalls, take a look at our checklist of best practices in event organization !

Step 1: Set the objectives and format of your event

Questions to ask yourself.

The very first question to ask yourself when organizing a business event is: why are you doing it?

• Increase brand awareness ?
• Share your expertise with your peers?
• Communicate about a product launch ?
• Convince potential investors ?
• Improve your employer brand and talent retention rate?

Setting your objectives largely determines the format of the event , as well as the overall strategy to be adopted. A conference is a good opportunity to exchange ideas with professionals from your sector, while contact with your clientele is best established during a gala or festive evening.

Online events

More and more events are being organized online . And with good reason: this option offers a number of advantages:

• Keeping meetings running when you can't get together, such as during the Covid-19 confinement,
• reduced organization costs,
• increased event visibility , etc.

In addition, the proliferation of online events has been made possible by the development of a number of dedicated tools, designed to provide the same conditions as for a real event. These tools include :

• Hivebrite 👉 this community management platform offers features to simplify event organization (online ticketing, calendar, etc.), but also to hold and animate the online event . Thanks to videoconferencing and direct access via the event page, you can stay in touch with your community at all times.
• idloom.events 👉 This user-friendly event management solution is extremely easy to use, from the creation of your website to the registration of your participants . Benefit from a modern , intuitive interface and innovative features to create, manage and run your online, hybrid or face-to-face events.
• Sofa collaboration 👉 this collaboration software enables you to virtualize meetings , by recreating event spaces online, as well as interaction possibilities between participants. Last but not least, Sofa collaboration offers a range of tools for animating your events (whiteboard, document management, etc.).

Step 2: Identify your audience

Who is your audience?

Defining your target audience is very important when organizing an event. If your event is aimed primarily at a BtoB audience, it will be different from one aimed at a BtoC audience. Understanding your target audience is essential to achieving your objectives.

It's crucial to answer the following questions:

• Which target audience best matches your objectives? It's important to remain realistic and ensure that your event will appeal to the audience you want to reach.
• What will your event bring to the audience? It's necessary to determine the concrete benefits that will encourage participants to get involved and take part in your event.
• How many people can you or do you want to invite? The number of participants will depend on your budget and logistical capabilities. It's important to evaluate the size of the event in relation to these constraints.
• What target audience would be willing to pay for an event that's not free, if that's what you're planning? If your event requires paid participation, it's crucial to understand which part of your target audience would be willing to pay to attend your event.

By clearly defining your target audience, you can tailor the nature of your event, choose the right topics and speakers, and create a relevant experience for your audience.

BtoB events require a specific approach. They can take many different forms (conferences, trade shows, webinars, workshops...). To tailor your event efficiently and optimally, we strongly recommend that you equip yourself with software adapted to BtoB event management.

Eventdrive , for example, is a benchmark in BtoB event management.It's a 100% Made in France , innovative, all-in-one platform specially dedicated to professional event management , offering you the tools you need to create, promote and manage your event efficiently. RGPD-certified , the solution lets you manage the entire lifecycle of your event thanks to advanced functionalities: Invitation, registration and attendee management, creation of websites and mobile apps dedicated to your event, live or asynchronous broadcasting, detailed post-event analytics and much more!

Step 3: Calculate your budget

Have you identified the objective and target audience for your corporate event? Setting your budget becomes the most important thing... and perhaps the most difficult if you're inexperienced or don't have the support of an event agency .

And with good reason: there are so many items of expenditure to consider:

• venue rental,
• hosts and hostesses ,
• catering , if you're planning a meal,
• sound equipment ,
• insurance, etc.

It's up to you to quantify what you can put on the table by asking yourself the right questions:

• Do you have an unlimited or fixed budget?
• What are your options for external funding (grants , sponsors , etc.)?
• What is the average cost of the various items you need to cover?
• Are you planning to charge for admission to your event, or make it free?
• Are you looking to break even or make a profit?
• Is your budget fixed or subject to change?

Keep an up-to-date document, an Excel spreadsheet for example, in which you record your cost estimates, cash receipts, outgoings, etc.

💡 We advise you to set aside a margin , essential for unforeseen expenses. Traditionally, when organizing an event , allow for 15% of the overall budget. Better safe than sorry!

Step 4: choose the right date

It's a shame to devote so much energy to preparing a professional event ... only to find on the big day that visitors are few and far between because of the lack of a suitable date.

So take particular care in choosing the right date.

☑️ Avoid certain times, such as school vacations, public holidays, Mondays, periods identified as busy by your industry, etc.

☑️ Keep an eye on your competitors' event calendars , to avoid scheduling your event at the same time as theirs.

☑️ If you're planning an event outside working hours, in the evening for example, make sure it's a convivial one. Who wants to concentrate on a brainstorming session after a hard day's work?

☑️ Take into account the different constraints of those involved in your event, whether it's your suppliers or the teams you intend to mobilize.

☑️ Choose a date that's neither too close (to give speakers and guests time to get organized) nor too far away (to avoid no-shows).

Finally, think about the duration of the event . It all depends on what you have to say. If there's a lot to talk about, don't hesitate to plan your event over several days, so that speakers can present and debate in good conditions.

Step 5: Choose the venue

The venue plays a major role in the success of your event. That's why it's so important to reserve the right venue.

Type of venue

Reception hall , exhibition center, municipal hall ... Choose a venue that's adapted to the expected attendance, especially in terms of size.

Depending on the type of event you're planning, the various facilities and amenities available at the venue also play a part in the equation: do you need a podium for your lectures? A kitchen to serve food to your guests? A refreshment area? Parking?

Location of the venue

It has to be easy to get to. Nothing annoys or discourages your visitors more than locating your event far from any transport infrastructure . Startups such as Kactus, Bird Office and Snapevent can help you find a venue efficiently.

💡 We recommend that you take the time to visit the venue before the big day. This way, you can avoid unpleasant surprises and get a better idea of the possibilities offered by the location.

Step 6: Draw up your back-plan

At this stage, it's a good idea to start drawing up a retroplanning schedule, i.e. a timetable based on a deadline . In this case, it's the date of your event.

Use this document to plan and monitor the progress of all the stages leading up to D-day, and thus anticipate any delays.

Example of a retroplanning for an event :

© Mayboutik

💡 While an Excel spreadsheet, as in the example above, may be suitable for planning the various operations to be carried out upstream of an event, a project management tool brings additional benefits: management of resources, deadline constraints, interdependencies between different tasks, budget, etc. What's more, this type of software, accessible to all in SaaS mode, facilitates collaborative working and coordination .

Step 7: Build your teams and select your service providers

Call in reinforcements from within the company....

Depending on the scale of the professional event you're planning, you may need to call on in-house support.

That's why we suggest building a team , in which everyone knows precisely their role, as well as the deadlines for their missions.

💡 Use your retroplanning, or your project management software, to organize logistics and have visibility over all the resources needed to develop your project!

... and outside

Volunteers, entertainers, caterers , hosts and hostesses ... depending on the nature of your event, you'll need to call on external service providers.

Define all your requirements in advance, with the help of your team. You can even draw up a set of specifications.

Then, once you've determined your needs, proceed with the selection process. There are a number of qualities you'll want to bear in mind:

• meet your specifications 100%;
• be responsive . If your contacts aren't reactive when you contact them, this doesn't bode well for the more intense moments to come;
• be adaptable, because the events business is notorious for the unexpected;
• offer the best rates. That's why you need to get in early enough to get as many quotes as possible and compare them.

💡 There are platforms that make it easier to find service providers, such as EventAdvisor or Commeti.

When it comes to recruiting volunteers, you can also enlist the help of dedicated tools. One example is Recrewteer, a solution designed for efficient volunteer management: job creation, recruitment, communication, event coordination, meal and accommodation management... all your processes are simplified and automated. What's more, you can use the white-label software to further customize your event.

Step 8: Communicate your event

To attract the right crowd, you need a well-oiled event communications strategy .

Here too, everything depends on your budget and your target audience. Nevertheless, there are several communication media to consider.

☑️ your own website: easily relay all information relating to your event and benefit from good visibility, notably through natural referencing .

☑️ emailing: this is the ideal channel for sending invitations to the segment of your database selected in advance.

☑️ your social networks: these allow you to communicate easily with your audience, but also to distribute information to people with interests related to your event, via paid advertising . You don't need a huge budget: a few dozen euros can be enough to reach several thousand Internet users. It's up to you to choose your network according to your positioning and target audience: Facebook Ads, LinkedIn Ads, Twitter Ads, etc.

☑️ Other networks , such as meetup.com, bring together members around specific, often professional, themes. Any way you can to raise the profile of your actions.

☑️ the press and public relations: you'll need to write a press release containing all the essential information.

💡 Some event software programs can help you spread the word. This is the case, for example, with AgoraEvent. Among other things, this solution takes care of creating a responsive web page for your event, and customizable to your image. AgoraEvent then takes care of the follow-up of participants, from registration to the sending of emails and the management of accompanying persons.

Step 9: Brief your teams

Before the big day, take the time to brief all your teams, as well as your service providers. Everyone needs to know exactly what their role is.

Also plan to set up a communication system to exchange information easily during the event. For example :

• walkie-talkies , very practical in case of unforeseen events,
• collaborative messaging available on mobile applications, such as Slack.

Step 10: Welcome your guests and host the event

Make your guests feel welcome.

Your event needs to leave a good impression on your visitors... right from the start! Looking disorganized and incompetent is out of the question.

💡 Checking your guest lists by means of a paper listing is time-consuming, and you run the risk of seeing the queue at the venue entrance grow longer. That's why using event software saves precious time. With Prezevent, you can easily create, personalize and send access badges to your guests. Next, the application's intuitive interface makes check-in easy: a visitor shows up? Scan their badge or enter their name, and that's all there is to it.

Liven up your event

Consider some entertainment to make your event attractive and interactive.

Here are a few ideas

• games (quizzes, prize draws, etc.) to give visitors the chance to win prizes. For example, at a business start-up trade show, why not offer coaching from one of the professionals present?
• polls to give the public a say, but also to gather feedback on your event. Which workshop did you prefer? Which speaker convinced you? etc.
• photo or video booths to broadcast live, or later on your various media.

We're also living in the age of the web and social networks. So you need to ensure your presence there, even during an event . Your visitors, and those unable to attend, expect interactivity and information. What could be better than a Tweetwall showing messages posted live on the network on a TV or giant screen? By communicating on the event's hashtag and broadcasting it, you encourage its use... and therefore virality!

Organizing a business event: 8 general tips

You now have the keys to organizing memorable business events.

Before you get started, here are a few general tips:

☑️ Always keep your objective and the expectations of your target audience in mind, like a common thread, throughout the organization of your business event. ☑️ Do everything you can to arouse the interest and commitment of your guests. Substance (by judiciously selecting your speakers, for example) should take precedence over form.

☑️ Anticipate and organize well in advance to avoid being overwhelmed.

☑️ Keep to your budget and deadlines .

☑️ Think about the technology and software solutions developed to support you throughout the organization of your event and make it unforgettable.

☑️ Never hesitate to ask your teams for help , and to call on external service providers for support.

☑️ Make sure you convey a positive, professional image to your audience throughout the entire event, from the sending of invitations to the debriefing and entertainment.

☑️ Be original and creative.

After the event: don't rest on your laurels

Your event is over, it went well... but your work doesn't stop there.

First of all, you need to continue communicating about the event, even after the fact . Keep up your presence on social networks, sharing videos and photos (ask users to identify themselves if they recognize themselves), thanking participants and speakers for attending. And of course, don't forget to respond to all comments.

Also, take stock of your event. For example, send a questionnaire to your guests. Or use the post-event reports and statistics generated by your business tools.

It's important to do this, because it's the only way to identify areas for improvement , so you can prepare your next event even better.

Article translated from French

• Contact sales

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How to Plan an Event: Event Planning Steps, Tips & Checklist

Need to know how to plan an event? If you’re planning a big event like a conference, we can help you successfully create, structure and lay out your event plan. This blog will cover everything you need to consider when planning an event, including event planning steps, tips and an easy-to-use event checklist.

What Is Event Planning?

Event planning is the process of putting on and managing a variety of events, from something as small as a meeting to as big as a convention and everything in between. When event planning you’ll be taking into account every aspect of that event, whether it’s a birthday party or a networking event.

That means you’ll be estimating budgets, creating timelines to schedule the event, reserving the site and any panels or speakers involved, getting necessary permits, food, transportation and more. If the event has a theme, you’ll develop that, too. Plus, you’ll be in charge of securing the needed resources to make the event a success.

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Event Plan Template

Use this free Event Plan Template for Excel to manage your projects better.

What Is an Event Plan?

An event plan defines how an event will be executed. It addresses all the components of an event such as the start and end dates, budget , venue, marketing, attendees and more. The scope and complexity of the event plan vary depending on the size of the event, but the fundamental challenges remain the same.

Organizing all those disparate parts, especially for larger events, requires powerful project management software. ProjectManager is award-winning project management software that lets you plan, manage and track your event to ensure it’s a success.

Our powerful Gantt charts help you list all your tasks and the associated resources and costs, assign them to your team and set milestones to track your progress. The whole plan is visible on a project timeline and can be saved by setting a baseline. Now you can track the planned progress against your actual progress to make sure you’re on schedule. Get started with ProjectManager today for free.

Event Plan Example

Most of us have some experience planning an event, be it at home, work or in our community. For this article, let’s focus on large events.

A conference is a common type of large event, so for our event management purposes, let’s talk about a TEDx conference that we were involved in to illustrate how to plan an event. This example is a good scenario to explain the structure and challenges of planning a big event, along with the benefits of planning an event with project management software .

Let’s break down the other components of setting up an event. They’re summarized below:

• Event timeline: First, establish a timeline for your event. This timeline should include pre-event planning, event execution and post-event activities.
• Budget: Estimate your event costs and create a budget. Your available budget will influence many event management decisions such as your venue, the marketing and advertising methods, etc.
• Venue: The event has to take place somewhere, and that involves logistics management , food and beverages as well as the décor.
• Marketing: Once you’ve selected a venue, you need to start drawing people to it through a marketing program that can include a website, social campaign, email and print work.
• Advertising: Hand in glove with marketing is advertising. That can include radio, TV, newspaper and magazine advertisements.
• Volunteers: A big event needs a big crew of people to get it off the ground and run smoothly. That means volunteers, which means writing contracts, defining their roles, setting up meetings and determining schedules.
• Speakers: You must have a keynote speaker or a group of speakers to attract an audience. This involves contracts, curators to select the talent, a program, bios and rehearsals.
• Sponsors: All of this costs money, and a big event’s budget is supplied by its sponsors. This again involves contracts, marketing and logistics.
• Production: The production involves creating contracts as you work on creating an audio-visual recording of the proceedings, as well as a sound and video broadcast during the event.
• Stage: The event takes place at a specific venue and on that venue is a stage on which the event proper will be presented. That usually incorporates a projector, screen, microphones, internet connection, batteries, cables and more.
• Attendees: Don’t forget about the people attending the event! You’ll need communications to inform them of event information, payment processes to collect fees, emails to stay in touch, directions, badges and access points.

Related:  10 Free Event Planning Templates for Excel & Word

Free Event Plan Template

This free event plan template for Excel is a great tool to start assembling the information you need to create an event plan. It can be customized to add your event details.

The Event Planning Process: Event Planning Steps

We covered a lot on event planning, so let’s break down those tips into concrete steps. These event planning steps will guide you toward success. Let’s continue with our conference example.

• Step 1. Determine your event goals and objectives
• Step 2. Assemble your team
• Step 3. Establish an event budget
• Step 4. Choose a date & venue
• Step 5. Select the speakers
• Step 6. Event marketing & advertising
• Step 7. Execute your event

When you break down the scope of your event plan into manageable steps, the process seems a lot less daunting. However, there are a few more things to keep in mind when making your event plan.

Event Planning Roles

As you might expect, there are many different roles that work together to bring an event to life. It’s easy to get confused. Are you an event manager or an event planner? Is there any difference between the two? Let’s take a look at some of the more common event-planning roles and define them.

Event Manager

The event manager is often mistaken for the event planner, but they are two distinct roles. Most simply, the event manager is responsible for event management activities, which involve coordinating and implementing the event. They take care of setting up the event, including its design, and make sure the vision of the event planner is realized.

Event Planner

An event planner organizes, coordinates and executes the event. They’re in charge of coming up with the idea, overseeing the setup and breakdown of the event. They’ll select the venue, create the budget and ensure everything is taken care of. What sets them apart is they design the strategy for the event to the smallest detail.

Event Producer

The event producer fleshes out the strategic plan of the event planner. They are the one who takes the idea and turns it into a living event. They will take charge of the technical aspects of the event, such as audio/visual, stage design, etc. They work with the event planner to schedule the event , but the event producer uses their skills and expertise in producing events to deliver the event that’ll impress both attendees and the client.

Event Planning Tips

Unfortunately, there are always going to be variables out of your control that’ll affect the event planning process, such as the weather, delivery delays, technical difficulties and other potential mix-ups. As stated earlier, you can’t change the date of your event, so you’ll want to be as prepared as possible for any risks or issues that may pop up on the day of your event.

Do a Post-Event Review

A post-event review or a post-mortem as they’re often called, is very valuable. By looking back at the past event and seeing what worked and what didn’t work, you can better plan your next event. There are always lessons to be learned and applying them to the next project will avoid previous mistakes and increase your chances of a better outcome.

Use Event Planning Templates

Having an event planning template is a great way to make sure you’re not missing any important pieces of the larger event. It’ll help you organize your tasks and resources, costs and more. Use our free event plan template to get started on the right foot.

Use Event Planning Tools

A template is fine, but limited. You have to manually update everything and it’s not very collaborative. Event planning tools, such as Gantt charts , kanban boards, task lists and calendars, help you plan and implement the event plan. They also allow you to track the work to make sure it’s following the plan, which leads to a more successful event.

Prepare a Plan B

As important as your plan is, there can be issues with it. There might be acts of god, such as weather, which negatively impact the event. Whatever the cause, you’ll need a backup. That’s why developing a plan B is so critical to the success of the event. You might never have to use it, but in case you do, you’re prepared.

Use an Event Planning Checklist

Another tip is to have a checklist made up. That way you can collect all the things you have to do and why you’re doing it in one place. Using a checklist for event planning can be done in conjunction with project planning tools . The more safeguards, the better. Also, there are few things more satisfying than crossing something off your list.

Event Planning Checklist

There’s a lot to manage when planning an event, so it’s important to have a list of everything you need to include in your event management plan. The following is a general event planning checklist to help you get started. The more questions you ask, the better your event checklist. Feel free to add your own unique responsibilities and tasks.

Goals and Objectives

• What’s your event’s reason for existing?
• What are the goals this event is expected to achieve?
• What are the revenue objectives?
• What is your target audience?
• How many people will attend?
• Is there a cost associated with ticketing and what is it?
• Where is the event being held?
• Create an event schedule.

Event Budget

• Figure out what the costs will be
• If you held similar events, use and adjust an old budget for a baseline
• What ticketing and registration software will be used?
• Finalize sponsor contributions
• Set ticket price

Date & Venue

• When will the event take place?
• Have a backup date in case issues arise
• Is there the best location for the event?
• Is the venue appropriate for your expected number of attendees?
• Decide on needed infrastructure: wifi, capacity, bathrooms, near shopping & restaurants, etc.
• Hire a caterer
• Secure what equipment you’ll need
• What are your security needs?
• Do you need permits, licenses or insurance?
• Create event signage and communication plans for attendees
• Research potential speakers
• Create a list of relevant speakers
• Create a pitch for speakers
• Pitch speakers
• Finalize speaker selection, get bios and headshots and arrange travel and accommodations
• Develop a list of sponsors and what you can offer them.
• See if there are sponsors who have partnered with similar events.
• Reach out to potential sponsors.
• Design signoff.
• Update the site or build a unique one.
• Make sure the site can handle expected traffic.
• Have a mobile-friendly site.

Event Marketing & Advertising

• What’s your messaging?
• Coordinate with digital tools and social platforms
• Add the event to online calendars
• Market the event with blog posts and other promotions like videos and online ads
• Send reminders to all parties a month or two before the event date

Finalizing the Last Steps

• Speakers and scripts
• Decorations

Pro tip: That’s a lot to coordinate and plan, which is why there’s a need for project management software that has the right features for event management. It provides a common portal, where you can track costs and tasks with automated alerts. It also offers both a communication and a collaborative platform that reduces the need for unnecessary emails. Software collects all your files in one place and makes team reporting simpler by adding efficiencies and reducing stress.

ProjectManager Offers Robust Event Planning Tools

ProjectManager is online software that’s suited for event planning. We have event project management tools to keep all the parts of your events, from managing vendors to promotions, organized. Our planning software helps you keep track of all the elements that make up your event plan.

Keep Stakeholders Updated With Event Calendars

Our multiple project views mean that event planners and managers can use project calendars , Gantt charts and there are task lists and kanban boards for teams. While reports can keep stakeholders informed, they might want to have access to the project. Share the calendar view with your stakeholders, which allows them to see start and end dates for all the tasks as well as milestones. This manages their expectations.

Zoom Into Event Activities With Kanban Boards

Use ProjectManager’s kanban board to manage the daily activities that need to be executed to plan, schedule and track your event plan. Move tasks from column to column as you collaborate on work with your team, and it’s easy to spot bottlenecks and get everything over the line in time for the event.

Track Event Labor Costs With Timesheets & Real-Time Dashboards

Plus, timesheets make invoicing easy for all your events. They can be submitted and approved with a keystroke. Our software also offers a variety of views, from a list to a calendar and even a kanban board that helps you visualize the workflow to keep on task.

More About Planning an Event

Event planning can be complex. There’s a lot of balls to keep in the air. If the above is too much to digest immediately, you could start with our event plan template and watch one of our planning experts. Jennifer Bridges, PMP, has years of experience and uses it to teach you the fundamentals of event planning in this short video.

Related Event Planning Content

• Gantt Chart Template for Event Planning
• Free Event Proposal Template
• Event Management: A Quick Guide
• How to Plan a Virtual Event: Virtual Event Planning Checklist
• How to Plan a Webinar: Webinar Planning Steps
• Event Project Management Software

ProjectManager is award-winning project management software that helps you plan and monitor your event details. From powerful planning tools to real-time reports and dashboards that capture all of your event details, you can use our software to stay on schedule and stick to your planned budget. Try our software today with a free 30-day trial.

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Table of Contents

Set overarching goals, manage your contacts database, promote event awareness, drive online event registration, maximize the attendee experience, prove event roi, key takeaways: your corporate event management strategy, corporate event management best practices: 2020 guide.

Looking to build a corporate event management plan but not sure where to begin? Check out this article to learn best practices that lead to a strong corporate event management strategy—in 2020 and beyond.

Live events have become a key part of marketing efforts for both B2B and B2C companies. According to the Event Marketing 2019: Benchmarks and Trends Report , events are the single most effective channel for achieving business goals. However, the amount of moving pieces with an event is significantly greater than those in an email marketing campaign or social media campaign.

The key to any successful marketing campaign is to make the process repeatable so that campaign success is always attainable. The process must be converted into a scalable plan that can be reapplied to future marketing initiatives. The same goes with events.

In this guide, we’ll review the following best practices for launching a corporate event strategy:

• Drive Online Event Registrations
• Maximize The Attendee Experience

For more information on the latest trends and best practices in corporate event management, read the Event Marketing 2019: Benchmarks and Trends Report.

Diving straight into an event strategy without properly defining the goals of the event can lead to poor results. That’s why it’s essential to set aside ample time to articulate the objectives for an event. This process can also give your team the opportunity to come up with other creative corporate event ideas .

Be thorough with this initial goal-setting process so that each successive step falls in line with the bigger picture.

1. Define your audience

Whether you are launching a B2C or B2B event marketing campaign, targeting a large group of individuals as part of a general brand awareness strategy or a small ring of executives as part of a focused multi-touch marketing strategy will determine the ultimate aims of your event.

For example, when initiating an account-based marketing strategy you’ll want to focus on how to engage and build relationships with your target customer and prospect accounts.

2. Make it all measurable

Setting goals that are not measurable will make it difficult to understand the impact of your event. With each main objective, attach a relevant event KPI to keep track of its progress and measure performance over time.

For example, if one goal is increasing the number of paid tickets to your event, you’ll want to track ticket revenue against the overall number of event tickets.

3. Standardize metrics across events

Establishing metrics isn’t always enough. If your event strategy consists of a portfolio of different events, you’ll want to ensure consistent metrics across all event campaigns. This significantly assists with the post-event data analysis because a cohortized view of all event data will yield the most insightful and actionable results.

Check out the available solutions that your event management software offers with regards to cross-event analytics and reporting to see how to gain greater visibility into your metrics.

4. Align goals across teams

Perhaps the most important aspect of the goal setting process is to assure alignment across the marketing and sales teams. Having a shared objective and tethering that KPI to the performance of each team will incentivize both groups to work together.

“One of the reasons I love Yext is that the sales and the marketing team are very much aligned. We know that we need to do everything we can to help the sales team, but they’re also going to help us achieve our goals to make it a great experience for everyone.” -Lindsay McKenna, Yext

Once the goals have been solidified, the next step is to organize and define the audience you’ll want to target. Having a clean and reliable contact database is important for not only the event at hand but for all future event marketing campaigns.

1. Integrate with your CRM

First, make sure to sync your event software with your customer relationship management platform. This provides a central location for all contact info and makes running your campaigns much easier as you won’t have to hop in and out of platforms to target different audiences. You may also be interested in exploring other event software integrations .

2. Segment audiences

Once all of your contact data is one place, use filtering capabilities to segment the audience based on different properties such as job type or industry. This will help you keep inventory of the number of contacts you have for each category as well as assist you in executing targeted marketing campaigns, which we’ll discuss in the next section.

3. Ensure GDPR and CCPA compliance

All of these contact management best practices should be prefaced with the fact that GDPR will largely influence your handling of this info. Although enacted in the European Union, the General Data Protection Regulation applies to all companies who interact with EU citizens. Similarly, the recently instated California Consumer Privacy Act is relevant to all companies that interact with California state residents. This means that nearly every corporation must be thorough and transparent with their data handling. Event data security should be of the highest priority and outlining how your company is GDPR and CCPA compliant will be important to maintain a trusting relationship with your audience.

“Increasing data and privacy protection will be needed. As a planner, make sure your registration company is PCI compliant and take other steps to guard attendee information captured. Also, be aware of the coming GDPR (General Data Protection Regulation) a sweeping set of privacy regulations that will affect any event with European attendees or members regardless of where the event takes place.” – Corbin Ball, Founder, Corbin Ball Associates

Looking for insights on the most popular event management tools? Check out Bizzabo’s Event Tech Buyer’s Guide for an in-depth report on the most popular event platforms in 2020.

Event promotion is how you spread awareness, build anticipation and ultimately drive registrations. Because there are many ways to market your event, using a multi-channel event marketing approach for event promotion will ensure that you are taking advantage of all resources.

Given that the event website will be the primary touch point for potential attendees, it should encompass all of the strengths of your event while being packaged neatly into your brand aesthetic. Articulate how your event stands out from the rest and make sure to maintain visual brand consistency throughout. Check out this example of a strong event website by Forbes:

The simple, on-brand colors and clear value propositions of Forbes annual 30 under 30 Summit make it memorable for the website visitor. For more inspiration, check out this list of event websites that drive registration.

2. Email marketing

As mentioned in the previous section, segmenting your target audience is crucial for effective campaigns and this especially rings true for email marketing. Segmenting emails based on industry, location, company size or revenue, role, and other contact properties will yield higher open and click-through rates. Each segment should have its own triggered workflow that sends an email after a certain action, such as opening the previous email, visiting a certain page on the event website, or enrolling in a newsletter subscription. Having a series of event emails based on behavior will make the experience much more personalized and relevant for the recipient.

For example, Coindesk sent the above early bird promotion to a segment of their contacts for their upcoming 2020 Consensus event. The email also included relevant attendee social proof from cryptocurrency investor, Tyler Winklevoss. Check out some of our favorite event email examples in our article 15 Event Invitation Emails Proven to Work .

3. Social media

The key for social media event campaigns is to maintain uniformity. Use the same hashtag and handle across platforms so people know how to refer to your event on social media. Additionally, devise a social media content calendar at least one month in advance to make sure people have posts to engage with, keeping your social media buzz healthy leading up to the event.

For example, Salesforce used the hashtag #SalesforceWorldTour on Twitter during their event programming. The hashtag allowed attendees and speakers to join the larger conversation around the event and amplified Salesforce’s event content.

4. Content marketing

Whether it be blog posts, video series, or a combination of both, content marketing is always a great way to spread awareness about your event. Serial content works well because it gives your audience a reason to continually come back to your page for new content. The example below shows a library of content from Gainsight’s 2019 Pulse Conference:

The in-depth video series makes people want to know more about the event while also keeping it top-of-mind as the Pulse 2020 registration deadline gets closer.

Craving more inspiration for your corporate event content? Check out 25 Unforgettable Corporate Event Themes .

Event promotion is all about spreading awareness for your event. Moving further down the corporate event marketing funnel, you’ll want to have specific campaigns dedicated to driving registrations to your event. Whether your goal is generating revenue from ticket sales or building relationships with prospects and customers, you need people to register for your event.

1. Early bird tickets

Let potential attendees know that there is only a limited time to purchase discounted tickets. Create campaigns around unique ticket types like early bird pricing and seasonal discounts to create urgency and to spur action on potential registrants’ part. The following example shows how HubSpot’s INBOUND team brilliantly promoted a limited time offering with a timely Cyber Monday deal. (More tips on increasing event ticket sales here .)

2. Promo codes

Once a person has registered for your event, generate a promo code they can share on their social media channels. If someone else completes registration with the code, the person who shared the code will receive a discount. You can also make it so that the person who uses the code also receives the discount. These are known as one-sided and double-sided incentives. This type of referral marketing has the potential to go viral so make sure your corporate event management software has such a feature. Below you can see how the Bizzabo platform facilitates this kind of marketing through a feature called Ticket Boost.

3. Remarketing campaigns

One strategy that complements the aforementioned event promotion strategies is remarketing (otherwise known as retargeting) ads. Remarketing can be done in many ways. One way is to serve ads to those who have visited your page using cookies on your event website. Another type of remarketing is to upload list of email addresses to Facebook Exchange in order to retarget those individuals with ads on Facebook. To learn more about this topic, check out this blog post on retargeting ads for event promotion.

For more registration tips, check out the Event Registration Guide .

Once the event is underway, the focus should now be on maximizing the attendee experience, from check-in to the final sessions. Whether your corporate event is internal or external, optimizing the attendee experience is a key aspect to overall event success.

1. Seamless Check-in Process

From the moment they walk into the venue, attendees should feel delighted with their experience. Consider using an advanced on-site event check-in solution like Bizzabo’s Onsite Solution to offer services such as self check-in kiosks, QR code scanning, and on-site badge printing. Ideally your event management software will integrate with your check-in solution to ensure one-to-one validation between registration info and check-in credentials.

For example, Coinbase used Bizzabo’s Onsite Check-in Solution for their 2019 Consensus event to offer a seamless day-off registration and badge printing for event attendees.

2. Event App

For the duration of your corporate event, attendees will be referring to the event app for a multitude of reasons. Make sure to have an event app that easily integrates with your corporate event software so you can swiftly pull engagement analytics after the event. The following two points will also be dependent upon the capabilities of your event app.

For example, Bizzabo offers a white label event app solution that allows event marketers to create a fully branded event app. This provides a multitude of ways attendees can interact with event content, attendees, sponsors, and more.

3. Live Polling

A great way to keep your attendees engaged is to ask questions through the app during a particular session of workshop. Receiving real-time feedback will help you make changes to not only future events but the one that is currently being held.

4. Community Messaging

Perhaps the most impactful feature of the event app is the ability to facilitate relationship-building between attendees through the native messaging platform. The key here is to build a community well before the event start date. If attendees begin getting to know each other months before the event, the event itself will be that much more rewarding for everyone.

“How do we create experiences for attendees that allow them to meet others in their similar line of work or folks that are not in their line of work? Every decision we make through programming, attendee engagement, event flow flow, or how we’re moving people through a given convention center or hotel is very thoughtfully planned to make sure that we are a step ahead of any anticipation from our attendees.” – Karen Merritt, LinkedIn hbspt.cta.load(318095, "c3b4544a-ed91-401b-a136-5dadeb4e00f0", {"region":"na1"});

To learn more about event engagement, check out the Mobile Event Apps Guide .

Now that the event has come to a close, it is important to accurately measure and prove the ROI of the event . Properly analyzing the numbers as well as communicating them effectively to the right people is a key best practice to corporate event planning . The campaign should not be considered complete until a thorough post-event analysis and debrief is conducted.

1. Focus on the key metrics

What were the KPIs that were discussed prior to the event? Revisit your original event objectives and create a report that keeps consistent with the initial goals. This will make for a more coherent and digestible ROI report for your relevant stakeholders, whether that be event sponsors , managers, or the executive board.

2. Connect event KPIs with overall business metrics

The event ROI should not be self referential. Articulate how the event performance impacts bottom line business metrics. Instead of saying that 300 new contacts were acquired from the event, show that 100 of the 300 new contacts have already been connected with the sales team and that the sales pipeline has increased by 60%. Connecting your event metrics to the larger company objectives will make it easier to prove the event’s impact.

3. Schedule a follow-up report

Often times the impact of an event can only be fully understood after a few months have passed. Whether the goal was brand awareness, customer acquisition, or increasing sales pipeline, most event metrics require time to mature. Set a reminder on your calendar to send a follow-up report to relevant stakeholders informing them of how the event has continued to influence the overall business metrics. This shows initiative on your part and helps prove the point that corporate event marketing is a long-term strategy.

“Events touch almost every single opportunity that progresses and ultimately closes. So it’s a great place to be and it’s a great way to lean in and to provide business results. That’s why I love it so much.” – Colleen Bisconti, IBM hbspt.cta.load(318095, "36ad27c3-5632-4a20-a2a3-b69ae29e7825", {"region":"na1"});

Corporate event management consists of many moving parts, but half the battle is knowing what to focus on. Fortunately, there are many established best practices and tools to help you get the best results in 2020 and beyond. To recap the aforementioned points, here are a few takeaways:

• Compartmentalize your corporate event strategy into actionable tasks and make sure they align with the overall event vision.
• Integrate your corporate event management software with other marketing and CRM platforms to better organize, execute, and manage your event.
• Attach measurable KPIs to each objective of your event to more effectively prove ROI after the event.
• Engage attendees well before the event start date to build up momentum for the event
• Execute a multi-channel approach to event promotion and keep the messaging consistent.
• Measure the findings of each event individually and across event campaigns.

Use these best practices to build the framework for your corporate event strategy and distill your process into a repeatable procedure that results in event success.

Based on this article, you might also appreciate learning about:

• Event Data Security
• Event Marketing Automation
• Event Roadshow Planning

If you’re interesting in learning about an award-winning event software that just might be able to help you, click the button below.

Editor’s Note: This post was originally published on June 15, 2018 and has since been updated.

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Event management

How to successfully manage events: A complete guide

To successfully manage events, you need a plan and the right tools. Our guide will teach you everything you need to know about becoming an incredible event manager.

Updated on: Mar 28, 2024 | 6 Min Read

About the author

Joanna Johnson

Joanna is an Event Marketing Manager at Webex Events (formerly Socio). With over 10 years of event marketing experience, she is passionate about building and executing events that create engaging and inclusive experiences for all.

Being an event manager is a big deal—and a lot of hard work. But it pays off in the most satisfying way when a large event makes a meaningful impact on the business, whether through earned revenue, brand awareness, or another goal achieved.

From planning and logistics to day-of mic checks and pivots, event managers keep the show running smoothly so attendees can enjoy the experience and sponsors realize positive ROI.

But what does it take to manage events successfully? Read on for our complete guide.

Is event management the same as event planning?

While the terms “event manager” and “event planner” or “event organizer” are often used interchangeably, they are two distinct roles.

An event planner serves as the visionary—the person responsible for directing creative and designing the experience based on predetermined criteria, such as budget , theme, and client requirements. Their job is to ensure that an event resonates with event attendees.

On the other hand, an event manager—while they are usually present throughout the planning process—is responsible for running the show and managing or mitigating risks as they arise on the day of the event.

The importance of event management

Event management makes all the difference between a lackluster experience and a winning function. When an event is managed successfully, it optimizes the experience for attendees, sponsors, speakers, and vendors, so they can make the most of it. As a byproduct of this, the hosting corporation is more likely to see greater ROI and overall guest satisfaction.

Key elements of event management

These key elements are fundamental to any event, and things that the event manager is responsible for in most cases.

Event infrastructure

Core event infrastructure is any and all things necessary to actually put the event together. This includes things such as your event management platform, the venue, any tools or equipment needed, and more.

Target audience

This is your main group of people to focus your attention on when putting it all together. Like a buyer persona in commerce, even managers can work together with event organizers to build the ideal attendee profile so that they can better market to that audience.

Event managers are, in part, responsible for ticketing and registration on the day of the event. With the proper tools and platform, this responsibility can be streamlined to ensure attendee satisfaction when it comes time to actually check-in.

Event organizers

Working in tandem with event organizers, these two roles should have a tight grasp on the event and any activities as they unfold. With an accessible event agenda set up beforehand, managers can delegate and collaborate with other event professionals easily.

Event Venue

For live events, managers should have control over the features and functionalities that are offered on-site. From checking attendees in easily via an event app to on-site badge printing, managers can work within the Webex Events platform to set up these core functionalities to maximize the attendee experience.

Any event content that’s produced should be compatible with a variety of platforms and software. Live streams, speakers, and pre-recorded content should all be easily accessible and repurposable to help event managers maximize event ROI.

Overview of the 5 c’s of event management

Event managers are engaged and involved throughout the entirety of the planning and production process, which can be summarized with the five C’s of event management :

• Concept: This initial step in the process is often in collaboration with an event planner. It’s when the event concept is created to kick off the planning process. The event manager needs to be involved so they have a better understanding of the event vision.
• Coordination: This refers to coordinating important event details, such as the date, time, and location of the event.
• Control: This step applies to both the event planner and manager, as the former has control over the experience on paper, while the latter physically directs the event.
• Culmination: This stage is representative of the event day. All the work that the event planner and manager have put in to create the experience is put into motion as attendees start filing in.
• Closeout: This last C is inclusive of everything that an event manager needs to do post-event, such as tear-down, following up with vendors, receiving and providing feedback, and organizing a post-event attendee engagement strategy.

How to be a great event manager

To best prepare for an event, event managers should consider:

Doing a mock run-through

Tabletop exercises aren’t just reserved for cybersecurity professionals who are looking to mitigate risks by learning their vulnerabilities. Event managers can benefit greatly from conducting a mock run-through or rehearsal of the event before it goes live for the same reason.

Get together with your event professional colleagues and run some hypothetical scenarios in a tabletop exercise. This can help you learn what is bound to work well and some things that may be destined to break down during the event. It also presents an opportunity to talk through what’s expected and how to adapt to any changes so you’re better prepared for the real thing.

Starting early

Getting an early start in the world of event management is valuable. Depending on when the event’s doors are scheduled to open (or the virtual meeting room link is slated to go live) to attendees, getting ahead of the action can help managers set up for success and ensure everything is on track.

When you arrive early, run through this checklist:

• Check in with staff, speakers, sponsors, and vendors to ensure they have everything they need.
• Make sure everything is in the right place, signage is accurate, and the venue has a good flow.
• Ensure amenities and accessibility features are available and functional such as washrooms, elevators, food stands, etc.
• Do a team cheer to get everyone in the zone.

Staying flexible

No matter how well an event was planned or managed, the unexpected happens. As an event manager, it’s important to be adaptable, so if something comes up at the last minute, like a no-show speaker, you have the knowledge and tools to change course and still provide a stellar event experience for attendees.

There is not much to physically prepare for in this case, aside from mental preparation, but having backup plans for a certain activity or session is always a good idea. Coordinate with the event planner to find an optimal solution or “plan B” should something force you to make a change.

Using an event management platform

Even the most seasoned event managers benefit from a little assistance . With a robust event management platform, staying organized is easy. And with end-to-end management including event registration, on-site solutions, and an event app , events management has never been more comprehensive.

Free hybrid run of show template

Schedule, plan, and organize every aspect of your next event.

Qualities of a successful event manager

Along with best practices, event managers often fit a particular profile where their inherent strengths become core assets in their role. These skills can be learned, but most event managers need to have a solid grasp of the following skills:

Effective communication

As a director, event managers need to hone their communication skills. A big part of the job is being clear in your communication to cut down on misunderstandings, delegate tasks to appropriate staff members, and take complete control when necessary to keep the ball rolling.

Intense organization

Corporate events can range in size from a handful of attendees to thousands. Planning an event of such magnitude requires top-notch organizational skills . When it comes to managing, it’s a culmination of everything from creating the event calendar to managing event staff and responding to attendee needs.

Problem-solving skills

Even the most perfectly planned events—and recurring events—are victim to unexpected problems. If you’re working with a great event planner, you should be able to notice and rectify potential problems ahead of the event, however, unforeseen issues can still slip through the cracks. Event managers need to have impeccable problem-solving skills to mitigate and remediate disruptions as they happen.

Typical managers are in charge of people, and it’s no different here. A large part of event management is being responsible for the delegation of tasks to the right people to ensure the event can deliver a return on investment and be as successful as possible. This means that event managers should be strong listeners, leaders, and motivators.

Event managers and an event management platform make an unstoppable duo

If event managers are superhuman all on their own, then they’re otherworldly when they take advantage of the suite of features offered through Webex Events.

For registration, ticket sales, an event app, event management software, an event website, and more, Webex Events is your partner in unforgettable corporate functions. Our platform helps you manage events with confidence while cutting down on manual processes, boosting attendee engagement, and maximizing attendance.

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Event Management Best Practices: The Ultimate Guide

Event management is the process of overseeing and coordinating all aspects of an event, from conception to completion. This process includes planning, organizing, and delivering the event to ensure it runs smoothly and successfully meets your objectives. 

With so many different tasks on your plate and stakeholders to cater to, managing events is a tall order. To stay on top of everything, you need a clear strategy that incorporates event management best practices to guide you.

Curious to learn how you can use event management best practices to create more impactful events in the long term? Read on to explore event management best practices that allow you to both delight your attendees and achieve your organizational goals.

Recommended Resource: Using event technology is one of the top best practices for running successful events. To see how quickly you can put event technology to work for you, watch How to Get Started with an Event App of Your Own (In 6 Easy Steps!) 📺 Watch the Video

Benefits of Implementing Event Management Best Practices

Having sound event management best practices in place is crucial for several reasons:

• They help you achieve your event goals and objectives.   Proper event management best practices enable you to effectively work toward your event goals like increasing registrations, generating revenue, and building brand awareness.
• They enhance the attendee experience. Focusing on critical details and contingency planning best practices will create a smoother event experience for attendees—and ensure they remember an event for all the right reasons.
• They drive future event success. Documenting processes and lessons learned allows you to continually improve your events. You can use established best practices to create a knowledge base that informs your future event strategy and execution.
• They provide structure and organization. Detailed plans, timelines, and procedures inherent in best practices give you a reliable framework to operate within and help coordinate all the moving parts.
• They allow for scalability. You can replicate solid best practices—with modifications—as your events program grows or changes over time. This scalability ensures more efficient growth.
• They promote stakeholder confidence. Sponsors, vendors, staff, and leadership can have greater confidence that your event will meet its objectives when following industry best practices.

Top Event Management Best Practices

Whether you’re planning a large-scale conference or a smaller event like a seminar, incentive trip, or sales kickoff, it pays off to follow tried-and-tested processes. The event management best practices below will help set you up for success from the beginning of your event planning process right through to event day. 

1. Set Clear Event Goals and Objectives

Before planning an event, it’s important to set clear goals and objectives that align with your organization’s overall business goals. Well-defined goals provide direction for your event planning process and help you measure success after the event concludes.

For example, common event goals include generating leads, increasing brand awareness, educating customers about a new product or service, or building relationships with stakeholders.  

Start brainstorming your event’s goals by asking yourself key questions:

• Why are you holding this event? 
• What do you hope to achieve?
• Who is the target audience?
• How does this event align with your business objectives?

Once you’ve determined your general event goals, clarify them using the SMART goal framework, which stands for specific, measurable, achievable, relevant, and time-bound. Setting focused, quantitative goals with clear metrics to track will allow you to better evaluate the impact of your events.

2. Create a Detailed Event Budget

Having a budget in place early on in the event planning process helps your event team work efficiently within the prescribed resources, easily track expenses, and make adjustments as needed. 

When creating your event budget, be sure to account for all potential costs including:

• Venue, including rental fees and any necessary insurance or permits
• Catering, including food and beverage for staff, exhibitors, and attendees
• Marketing initiatives, including advertising, programs, signage, and social media campaigns
• Staffing, including staff travel and lodging costs
• Entertainment, including costs for speakers, musical acts, or any other entertainment features.
• Rentals, such as tables, chairs, linens, tents, lighting, and sound equipment
• Decor for your venue
• Transportation for staff and/or attendees
• Miscellaneous expenses

To help you do more with your resources and optimize your budget, we recommend getting estimates from different providers to compare your options. Consider working with local vendors to help lower costs associated with shipping (and contact them well in advance!) so you can plan the perfect event while staying within your organization’s financial resources. 

3. Strategize About Your Event Date 

Choosing the right date for your event is crucial for success. You want to give yourself enough lead time to properly plan and promote the event while also avoiding dates that conflict with holidays, school breaks, or other major events that may prevent your audience from attending. 

When picking an event date, keep these tips in mind:

• Give yourself at least 4-6 months of planning time if possible. Major conferences and trade shows often require a year or more of advanced planning. Even smaller events need several months of preparation.
• Check for conflicting holidays, observances, or cultural events on your potential date that may prevent participation. Look up statutory holidays as well as religious or cultural celebrations that are important to your target audience.
• Avoid major school holiday periods when potential attendees may have travel plans. These include summer vacation, spring break, and winter holidays in December. If your event depends on students, plan around their academic calendar.
• Research other events happening locally, regionally, or nationally that may compete for the same audience. Check industry calendars for conferences, trade shows, or public events you’ll be competing with for attendance. 
• Confirm date availability with all key participants like speakers, VIPs, honorees, or organizational leaders before cementing the date to accommodate their schedules.
• Be flexible on potential event dates in the planning phase. This gives you some leeway in booking the venue you want or aligning with participants’ availability.

Choosing an event date may seem simple, but it requires thoughtfulness and planning. Avoid last-minute choices or picking a date for convenience. Take the time upfront to maximize attendance by selecting an event date that works for your goals, audience, and other stakeholders.

4. Assemble an Event Planning Team

A successful event requires an organized team to ensure you handle every detail properly. Assemble your event planning team by assigning clear roles and responsibilities to each member. Some key roles to fill include:

• Event Manager: This person oversees the entire event planning process from start to finish. They are the main point of contact and coordinate with all vendors, staff, and stakeholders. The event manager creates the master event plan and detailed schedules and timelines. 
• Event Marketer: The event marketer oversees all event promotion including email campaigns, social media, paid ads, public relations activities, and more. They are responsible for spreading awareness and driving event registrations.
• Volunteer Coordinator: This person recruits and organizes event volunteers. Key duties include determining volunteer needs, creating duty schedules, conducting training, and managing volunteers during the event.
• Program Manager: The program manager creates the overall event agenda, schedules speakers and presenters, plans entertainment and activities, and manages program content.
• Accountant: The accountant manages the event budget, tracks expenses, processes payments to vendors, and handles all financial matters. 
• Registration Manager: This person oversees the event registration process including website forms, payment collection, name badges and credentials, and attendance tracking.

Clearly define each team member’s responsibilities, and hold regular meetings to keep the team aligned on event progress as the big day approaches.

5. Book Your Event Venue Strategically

Your venue sets the stage for every other element of your event. Consider the following when selecting a venue:

• Size: Make sure the venue has enough space to comfortably accommodate your expected number of attendees. Evaluate the main event space as well as the potential for breakout rooms, lobby space, or specific networking sections.  
• Amenities: What features does the venue offer? Look at basics like tables, chairs, and A/V equipment. Also consider extras like catering capabilities, free parking, and WiFi.
• Insurance & Permits: Check if any special insurance or permits are required to host your event at the venue, and factor these costs into your budget. 
• Accessibility: Ensure the venue is accessible to all potential attendees. Look for wheelchair ramps, elevators, gender-neutral restrooms, and accommodations for service animals.

Selecting the right venue sets the foundation for a successful event. Take time to thoroughly evaluate all options before signing any contracts.

6. Create a Master Event Plan

A master event plan is essential for pulling together all aspects of your event and ensuring everything stays on track. Your master plan should cover the following details:

• Event Timeline: Map out your entire event planning timeline, including when contracts, permits, and insurance need to be submitted, when registration closes, and a detailed schedule for the day of. Build in buffer time for potential delays.
• Vendor Contacts: Compile a list of all your vendors for the event with their associated contact information, services provided, and contract details. Having all of this information in one place makes it easy to communicate with vendors leading up to the event.
• Marketing Plan: Outline your strategies for promoting the event through email, social media, event listings, advertisements, and other channels. Include key dates and details for each initiative.
• Event Agenda: Develop a detailed schedule for your event programming and activities. Include session topics and times, speaker names, and room assignments.
• Volunteer Needs: Determine how many volunteers you’ll need, what their responsibilities will be, and who will manage them. You should also include recruitment and training timelines.

Having a comprehensive master event plan is crucial for assigning accountability, coordinating across teams, and ultimately executing a smooth, successful event. Treat it as your North Star guiding you through each stage of planning.

7. Implement Event Management Software

Event management software automates tedious tasks and streamlines your workflows. The right event platform can facilitate everything from registration, ticketing, badge design, and check-in, to Mobile Event Apps for your attendees and post-event reporting, freeing up your time to focus on other critical areas. 

When evaluating event management platforms, look for these key features:

• Event website builder to create a custom website for your event with all key details.
• Registration management features, like easy-to-build custom registration forms, payment processing, and automated confirmation emails.
• Email marketing tools to create and send targeted email campaigns to promote your event
• Badge printing and check-in so you can pre-print your badges or offer onsite printing at guest arrivals and check your attendees into the event.
• Mobile Event Apps that allow attendees to access schedules, maps, exhibitor information, networking features, appointment booking, and session content on their own mobile devices.
• Ongoing communication. The Event App should allow you to send emails, push notifications, and alerts directly to attendees so you can engage your audience before, during, and after your event.
• Reporting and analytics tools to gain insights on engagement and performance at every stage of your event.

The best event management software centralizes all your tools and data into one unified platform. This eliminates having to juggle multiple systems and enables seamless collaboration across your team. Be sure to evaluate integration capabilities as well in case you need to connect with external tools like email providers, payment gateways, or your constituent relationship management platform (CRM).  

EventMob’s comprehensive event management platform offers all of the features listed above–and then some! Investing in a robust event management platform allows you to streamline your workflows and ensure your events run smoothly and efficiently. To see what’s possible with the right platform in place, check out EventMobi’s self-guided Product Tour.

Want to see event management software in action? Watch the EventMobi Product Tour to learn how to create, promote, monetize, and deliver incredible event experiences! 👀 Watch the Product Tour

8. Focus on the Attendee Experience

Creating an exceptional experience for your event attendees should be a top priority. There are several ways to delight your attendees and make your event engaging and memorable.

• Personalize the experience. Get to know your attendees before the event by having them fill out surveys during registration. Ask about their interests, organizational roles, and goals for attending. Use this data to customize parts of the event for each attendee. For example, you can provide personalized session recommendations based on someone’s role and interests. 
• Offer a Mobile Event App. A mobile app allows for a more seamless and personalized attendee experience. Attendees can access schedules, maps, speakers, and networking features from any mobile device. You can also send push notifications about changes and upcoming sessions. A well-set-up app will foster a stronger connection between attendees and your event.
• Encourage engagement. Incorporate interactive elements into your event to get attendees involved. Live polls, Q&As, games , challenges, and group activities are great ways to engage different types of attendees. Also, prompt experience sharing on social media with your event hashtag and in your Mobile Event App by encouraging attendees to post photos and thoughts in Group Discussions or Activity Feeds. 
• Facilitate networking. Don’t underestimate the importance of networking and social moments. Build in plenty of dedicated time for open networking sessions, group meals, mixers, and interactive activities. Attendees will appreciate the ability to connect, share ideas, and form new relationships.

Remember that the attendee experience goes beyond the event itself. You can continue to build relationships with your audience in between events by thanking them for coming, sending out post-event surveys to collect feedback, and continuing to offer educational resources and engagement opportunities.

9. Measure Your Event’s Return on Investment (ROI)

Determining the ROI for your event requires assessing the event’s outcomes against its original goals and objectives. This practice provides tangible metrics to measure success.

When calculating event ROI, remember to:

• Track event data and metrics. Look at numbers like event registrations and attendance, social media reach and engagement, surveys completed, leads generated, and revenue gained. Compare this data to the goals you originally set. 
• Gather feedback. Send post-event surveys to attendees, staff, speakers, sponsors, and other stakeholders. Ask questions to find out what resonated with them, what could be improved for next time, overall satisfaction levels, and their willingness to return or recommend your organization’s events to others.
• Review speaker and session ratings and comments. See which sessions had the highest attendance and received positive feedback. This data provides insight into what content and topics appealed most to your audience.
• Assess sponsorship ROI. Look at metrics provided on visibility and engagement with sponsor booths, materials, social media, signage, and sessions. Evaluate which sponsorships delivered the most value.
• Analyze marketing and promotion efforts. Determine which initiatives drove the most registrations and engagement such as social campaigns, email blasts, print ads, and referral programs.

By gathering data, feedback, and insights across all event elements, you’ll gain a holistic picture of what was successful, what missed the mark, and what you can adjust to improve future events. This assessment process is key to continually enhancing the attendee experience and exceeding stakeholder expectations.

Keep These Event Management Best Practices in Mind

Ready to unlock the full potential of your events program? Follow the best practices outlined above and you’ll be well on your way to running impactful events that deliver value to attendees, sponsors, and stakeholders alike!

Follow event management best practices with the top event management software. EventMobi has all the features you need to make your event a success! ✨ Book a Demo Today

• World Atlas /
• Western Siberia /
• Omsk Oblast /
• Area around 55° 11' 31" N, 73° 10' 30" E /
• Detailed maps /

Detailed Road Map of Omsk

This is not just a map. It's a piece of the world captured in the image.

The detailed road map represents one of many map types and styles available. Look at Omsk, Omsk Oblast, Western Siberia, Russia from different perspectives.

Get free map for your website. Discover the beauty hidden in the maps. Maphill is more than just a map gallery.

• Free map
• Panoramic 4

The default map view shows local businesses and driving directions.

Terrain Map

Terrain map shows physical features of the landscape. Contours let you determine the height of mountains and depth of the ocean bottom.

Hybrid map combines high-resolution satellite images with detailed street map overlay.

Satellite Map

High-resolution aerial and satellite imagery. No text labels.

Maps of Omsk

This detailed map of Omsk is provided by Google. Use the buttons under the map to switch to different map types provided by Maphill itself.

See Omsk from a different perspective.

Each map type has its advantages. No map style is the best. The best is that Maphill lets you look at each place from many different angles.

Sure, this road detailed map is nice. But there is good chance you will like other map styles even more. Select another style in the above table. See Omsk and Western Siberia from a different view.

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Share this detailed map.

Use the buttons for Facebook, Twitter or Google+ to share a link to this road map of Omsk. Maphill is the largest map gallery on the web. The number of maps is, however, not the only reason to visit Maphill.

Get detailed map of Omsk for free.

You can embed, print or download the map just like any other image. All Omsk and Western Siberia maps are available in a common image format. Free images are available under Free map link located above the map.

Is there anything more than this map?

Sure, there is. It has been said that Maphill maps are worth a thousand words. No doubt about that. But you can experience much more when you visit Omsk.

Be inspired.

Western Siberia has a lot to offer. Each place is different. Each place is worth a visit. It will never be possible to capture all the beauty in the map.

Omsk hotel deals.

If any of Maphill's maps inspire you to come to Omsk, we would like to offer you access to wide selection of nearby hotels at low prices and with great customer service.

Thanks to our partnership with Booking.com you can take advantage of up to 50% discounts for hotels in many locations in the area of Western Siberia. Book hotels online and save money.

Omsk hotels

See the full list of hotels in or close to Omsk , the list of destinations in Omsk , browse destinations in Omsk Oblast , Western Siberia , Russia , Asia or choose from the below listed cities.

• Omsk hotels »
• Hotels in Omsk »
• Hotels in Omsk Oblast »
• Hotels in Western Siberia »
• Hotels in Russia »
• Hotels in Asia »

Hotels in popular destinations in Omsk

• Novomoskovka hotels »
• Chukreyevka hotels »
• Karzhass hotels »
• Ostrovka hotels »
• Nikolayevka hotels »
• Zakhlamino hotels »
• Druzhino hotels »

Learn more about the map styles

Each map type offers different information and each map style is designed for a different purpose. Read about the styles and map projection used in the above map (Detailed Road Map of Omsk).

Detailed street map and route planner provided by Google. Find local businesses and nearby restaurants, see local traffic and road conditions. Use this map type to plan a road trip and to get driving directions in Omsk.

Switch to a Google Earth view for the detailed virtual globe and 3D buildings in many major cities worldwide.

Mercator map projection

This map of Omsk is provided by Google Maps, whose primary purpose is to provide local street maps rather than a planetary view of the Earth. Within the context of local street searches, angles and compass directions are very important, as well as ensuring that distances in all directions are shown at the same scale.

The Mercator projection was developed as a sea travel navigation tool. It preserves angles. If you wish to go from Omsk to anywhere on the map, all you have to do is draw a line between the two points and measure the angle. If you head this compass direction, and keep going, you will reach your destination.

Locations near Omsk

Destinations close to Omsk sorted by distance.

• Ostrovka 4.6 km
• Karzhass 6.6 km
• Novomoskovka 7.7 km
• Chukreyevka 9.3 km
• Speranovka 10 km
• Rostovka 11 km
• Pushkino 12 km
• Samarka 13 km
• Zakhlamino 14 km
• Andreyevka 15 km

Popular searches

A list of the most popular locations in Russia as searched by our visitors.

• Martynovsky District
• Kursk Oblast
• Lake Baikal
• Yenisei River
• Krasnoyarsk
• Ural Mountains

Recent searches

List of the locations in Russia that our users recently searched for.

• Sakha Republic
• Rostov-on-Don

The Maphill difference

It's neither this road detailed map nor any other of the many millions of maps. The value of a map gallery is not determined by the number of pictures, but by the possibility to see the world from many different perspectives.

We unlock the value hidden in the geographic data. Thanks to automating the complex process of turning data into map graphics, we are able to create maps in higher quality, faster and cheaper than was possible before.

Forever free

We created Maphill to make the web a more beautiful place. Without you having to pay for it. Maphill maps are and will always be available for free.

Real Earth data

Do you think the maps are too beautiful not to be painted? No, this is not art. All detailed maps of Omsk are created based on real Earth data. This is how the world looks like.

Easy to use

This map is available in a common image format. You can copy, print or embed the map very easily. Just like any other image.

Different perspectives

The value of Maphill lies in the possibility to look at the same area from several perspectives. Maphill presents the map of Omsk in a wide variety of map types and styles.

Vector quality

We build each detailed map individually with regard to the characteristics of the map area and the chosen graphic style. Maps are assembled and kept in a high resolution vector format throughout the entire process of their creation.

Experience of discovering

Maphill maps will never be as detailed as Google maps or as precise as designed by professional cartographers. Our goal is different. We want to redefine the experience of discovering the world through the maps.

Fast anywhere

Maps are served from a large number of servers spread all over the world. Globally distributed map delivery network ensures low latency and fast loading times, no matter where on Earth you happen to be.

Spread the beauty

Embed the above road detailed map of Omsk into your website. Enrich your blog with quality map graphics. Make the web a more beautiful place.

Maphill is the web's largest map gallery.

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