In this pandemic, we are sure you must have attended many virtual events. You might have experienced some mind-blowing events and some mediocre one too. But the question is:
- How an event is planned, organised and executed before anything else? And,
- How to make an event differ from others?
We, Comunev, are a company which connects like-minded people through the interest-based events that we conduct, it’s become even more imperative for us to ensure that everything is as per plan. Our Event Organising project solely manages this aspect of our company.
Note:- Because of the pandemic all our events have been shifted on virtual platforms. So, all the actions and decisions are according to the requirements of our virtual event.
We with our event organising team also ask us the above questions whenever we decide to hold an event. From deciding an event to taking feedback after successful completion of an event everything makes a unified whole.
The whole project may look like a giant structure from the outside but consist of several small steps that one needs to adhere to when looked from the inside. Let’s put some light on these steps which are not only vital but also interconnected.
- Deciding an event
Since we have several interest-based communities we need to decide for which community members we should organise an event. Moreover, a virtual event requires a platform so we also decide on which platform we should organise our event along with the date and time of conducting it.
The event is like a book consisting of several chapters. In the event, we incorporate sessions. Session 1 is the introduction round. Session 2 is the topic of discussion. Session 3 is the networking round, our main attraction. The number of sessions depends on the type of events we conduct.
2. Speaker selection
Have you ever attended an event with ‘no speakers’? Of course not. Here, we need to search for a speaker who will be moderating our event.
Speaker is not anonymously chosen. It depends on the community event that we are conducting. For example, for our Fitkom event, a fitness enthusiast community, we need to find someone who can share his/her wisdom on fitness-related topics. The agenda for the event is decided by the speaker itself.
3. Poster designing
It’s something which you can call the first glimpse of a concerning event, though not that descriptive. The poster is to elucidate the basic information of an event like the speaker, date and time, platform, topic of discussion, who is organising the event, and among other things. Well, you know most of it, don’t you?
The poster along with the name also entails the community name for which the event is going to be organised, photo of the speaker and his/her crisp introduction?
The poster is what will help us to promote our events. That is our next step.
4. Event promotion
This stage is what makes the whole difference. As P. T. Barnum once said,
“Without promotion, something terrible happens… nothing!”
We chose different platforms to promote our future event. Choosing a platform is crucial and requires some researching too. Why? Because each platform differs from the other and constitutes a segment of an audience having varied needs, usage, and mindsets.
Posting our events on the wrong platform won’t deliver us any results. On the contrary, may backfire us by showing our unthinkable and unplanned actions.
5. Final date
Now, this is what we all are waiting for. With everything being done and executed as per we planned now we see how the event is turning and if there many problems that one might face. We also enjoy the event and feel immense pleasure on seeing that after all this we have achieved what made us start this journey in the first place. That is, connecting people.
6. Feedback
Wait! Wait! It’s still not done. We don’t take pride in our assumptions that we have achieved a great feat.
We have left this part to our attendees. After completion of every event, we take the feedback of every participant. It helps us to see how good we were and where we need to improve. It’s again crucial as we are nothing without our network of enthusiasts.
“Organizing or planning an event is like making a recipe with different ingredients, each ingredient holds its value and will contribute to the final result. Like for a delicious meal you need good ingredients, for an amazing event you need structure, engagement, value for attendees, marketing to the relevant audience, taking feedback, and execution. And trust me, organizing an event can be as satisfactory as cooking your favourite dish.”
Akash (Co-founder and Event operations head)
To conclude, event organising is an art of giving shape not just to a physical event but even to a virtual event. To accomplish this endeavour no single individual is capable of doing all things. All need to work in coordination and with teamwork.
So, if you feel that you can be a part of us then follow us on different social media platforms. You can also read our different blog series to gain a wider insight into Comunev.
Till then, wait for our next blog in ‘Connect With Comunev’ series.
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