Hosting your first business event for the first time may feel overwhelmingly nerve-wracking, even if you’re a relatively proactive person who is willing to give anything a go. There are many reasons for this, of course. You will worry about your plans not going as you’ve planned, unpredictable issues causing a dampener on the day, or perhaps not achieving your business goals as determined prior.
Speaking from experience, what you’re feeling is perfectly normal. A first business event can be a significant milestone for your business, and it’s only natural you would hope for the best outcome. It’s also worth knowing that if you’re prepared sufficiently beforehand, you can still address any unforeseen issues that take place. Excellent preparation is everything, even if you have to adjust the itinerary or use an alternate service with little notice ahead of time.
So, no matter if you’re putting together your first fashion show for the collection you’ve designed, hosting a business event with other companies contributing their booths, or making a large announcement as part of your yearly staff awards, we hope some of the following tips will help guide you to plan a successful event.
6 Decisions To Help Your First Business Event Go Smoothly
1. Print An Itinerary For Your Guests
Most guests appreciate knowing what to expect during your event, therefore it’s best to share all relevant information beforehand. The itinerary shouldn’t be a secret even if you do have some small surprises waiting.
It should include start times, breaks, and the order of presentations, with sufficient time for attendees to move between. You could distribute these through concertina fold leaflets which allow for plenty of information without taking up too much space.
These compact folding designs let you include maps of the venue, speaker bios, and even QR codes linking to additional resources. This isn’t just for convenience but also communicates a strong reminder of your brand and the event experience.
People tend to reference these schedules throughout the day, keeping your brand identity fresh and not forgetting what it’s all about.
Moreover, this is a time-saving measure, as having such information organized and accessible reduces the number of basic questions your team needs to answer. It allows them to focus their time on real interaction with guests and promoting your brand.
2. Hire Event Security Beforehand
Security might not seem necessary for smaller business events, but it does give you peace of mind, and that’s worth the investment. Such personnel can help you gate access to those without approved entry. They can ask those who may have had too much to drink, to leave, or help warn against possible threats.
But they can also manage unexpected situations too, while helping with crowd flow, and often serve as helpful guides for those who may be lost. Sometimes they may be included in the event hire, but other times you may need to hire them privately and make certain the venue agrees. Ensure they’re verified by a licensed board so you can make certain they can offer you the desired service you require.
The presence of security also shows attendees that you’ve considered all aspects of their experience, including their safety, which is arguably what everything else rests on. This subtle reassurance allows guests to focus entirely on the content of your event rather than worrying about so many people in a small space. Sure, this does add to your event budget, but it’s much better to hire them even if it seems unnecessary, than to encounter safety concerns afterwards and no security to handle the issue.
3. Ensure The Venue Is Suitable
A venue might be beautiful and impressive but simply not right for the kind of event you’re hosting, and it’s important to recognize that. As a basic requirement, your chosen location should offer enough restrooms, accessible entrances, and good acoustics for presentations if you’re giving them (for the most part, business events will have some kind of presentation included in the event).
To help you avoid any frustrations, keep in mind that tech compatibility needs consideration too. This is because many beautiful historic venues struggle with WiFi coverage and power outlet access and due to the building protections in place, might not give you much room to deal with that. You might want to visit during a similar event to see how the space functions when filled with people.
Here you’ll be able to notice how sound travels, whether the lighting creates glare on screens, and if climate control is good enough even in the winter. It’s okay if your current event isn’t suitable for this particular need, it doesn’t mean your event or the venue you had considered weren’t up to scratch, only that they weren’t a good fit. If possible, it’s best to opt for a simple, modern, tech-friendly event hall for your first time. Relatively modern hotel conference spaces are usually a good start; You can book more prestigious venues once you get more comfortable with planning business events.
4. Assign Hosting & Demonstration Duties
Even with careful planning, events need real people making the event unforgettable. Assigning specific roles to team members is a smart idea because it allows you to keep coverage of all essential functions, such as greeting VIPs, managing registrations, and delivering demonstrations. To avoid overlap or confusion on the day, make sure you go through the responsibilities with each team member and make sure the task suits their individual skills.
The host role is essential of course, as this person becomes the face of your event, which can set the tone and help you ensure smooth transitions between segments. If you have your hands full planning the event, but feel like you’ve got too many irons in the fire, you can hire someone to take some of the load off your shoulders. It should be someone who is organized and competent.
You might even hire demonstrators for your presentation pitch and go through it beforehand, but it’s also true that technical knowledge matters most if they can explain it well. If none of your team are good with public speaking, it’s best to hire professionals to take care of the presentation and a Q&A staffed by your design team.
5. Hire A Catering Firm
Sometimes, the venue you select will have a catering option on hand, perhaps a full cafeteria or even cafe facilities already available. You don’t have to pay for everyone to have a sit-down meal unless it’s a special event (award shows for staff might include this for instance), but make sure access to some kind of refreshment, even if it’s just street food outside or a snack kiosk an option.
If you’re hiring yourself, the type of catering should make sense for your event format. In general, networking events work well with finger foods that allow for easy conversation, making it comfortable for people to mingle. Offering healthy options is also a good choice for those with special dietary restrictions and professionals that prefer healthier options.
But of course, this can change depending on the event, as conference-style events might need more substantial menu options during breaks. Morning events almost always require good coffee and tea, and yes, evening functions often benefit from a limited bar service. Again, if there’s a Starbucks in the vicinity of the event then perhaps you’ll be fine, but familiarize yourself upfront about what the venue allows, and what refreshments you can offer. Remember to have the correct license in advance and prepare for any dietary issues ahead of time.
6. Prepare Marketing Team For Event Coverage
If a marketing event takes place with no one documenting it, did it really happen? Well yes, of course, but your online audience might not think so. An event you’ve invested time into is more than worth covering. If you have a marketing team, make sure you have your tech guy capturing high-quality photos, videos, and testimonials where necessary, and setting up photo booths or fixed areas for standing cameras. It helps to develop valuable marketing assets you can use later on.
Also make certain that if you record anyone, either their face has been blurred or they’ve explicitly signed a waiver to agree to be on camera. You can set up these booths near the exit to make sure you don’t miss anyone. Be sure to brief your team on specific shots needed and certain moments to document. It’s acceptable to have your main speech videoed and some B roll from the event floor. You can use this for social media-ready content afterward, and have someone posting Instagram stories or related posts to help your event seem lively and interesting.
Of course, it’s essential to get this right, so if you don’t have anyone to hand, hiring a photographer or videographer can make a huge difference to your overall produced content, and allow you to avoid worrying about this in advance. Hire two if you want full-scale coverage of a large event at least.
Final Thoughts
We hope you’ve found this article helpful. With these guidelines and a few feedback forms you can give to your guests to give feedback, we believe you’re going to nail your first business event.