There’s that moment when you look around the room full of smiling faces and that feeling strikes you — your team just pulled off a great event. At b8ta, we love throwing events in our stores, from our Founders Series to Droid building contests, events help us reach out to our communities in a unique and exciting manner. Hosting an event in a retail environment isn’t always easy, so here are a few tips on how to get to event day without skipping a beat.
1. Make a plan and stick to it.There is nothing worse than forgetting that one detail that leaves you scrambling the day of your event, especially when you thought of it before but forgot to write it down.
Start out with a detailed event planning template so that you can jot down all the details that allow proper event flow and execution. This should include details such as dates, times, products, physical assets, marketing needs, staffing, and much more.
2. Get everyone on the same page.Set up an initial call with all the major players who are bringing your event to life. This includes everyone from external partners to your internal team. The idea is to ensure that there are no gaps in the plan and that all participating parties understand the role they play for the event.
Even the smallest of details should not be overlooked; all parts of the puzzle are equally important. Everyone from task runners to music performers help execute a great event.They should be “in the know” about what’s going on with their respective role. Remember that event planning template from Tip #1? Don’t hesitate to share that with your event team.
3. Follow-up and confirm.Leading up to the event, continue running through your project plan and make sure all of your ducks are in a row. In an ever-busy work day, it is important to follow-up in the weeks and days leading up to the event to ensure all the moving pieces are falling into place. Everyone involved plays a crucial role and should be reminded what their responsibilities are. Communicating effectively and confirming with your team(s) will ensure tasks get checked off the list and will build confidence as the event comes together.
4. Preparation is key.Event day is almost always stressful. If something can be checked off your list the day or week before your event, do it. Perform a dry run of activities prior to event day. Ensure your technology pieces such as demonstration units, microphones, and other technology-based devices are fully operational. Do you have a presenter talking at the event? Check the sound equipment a few days beforehand so you can make sure everything connects and is running smoothly. Do you have print materials you’ll hand out at the event? Have these printed well in advance so that you can scan for potential errors, allowing time for reprint.
5. Execute and enjoy.
The excitement of event day is truly remarkable. Breathe, smile, and enjoy the moment while coaching your team through the day’s process. The team has their marching orders and there’s a buzz in the air. You’ve taken this event from concept to reality, so enjoy watching your hard work pay off.
These are but a few required pieces to deliver a successful event, but the key points will help you streamline the planning and execution. Enjoy the process. Know that with every event, each will come with its own set of challenges. Treat them as learning opportunities that will enhance future events.
b8ta is Retail as a Service: you provide the vision, we provide the retail experience that meets your needs. With our retail subscription models you can scale up or down as your business grows or pivots. Set up shop for the consumers you want, we do the rest.