Planning a successful event is no small feat. From defining clear goals to coordinating with top-tier speakers and vendors, every detail must work together to make a lasting impact. Events of all sizes provide companies with the opportunity to strengthen relationships and form new bonds. The key is to plan something that aligns with your organization’s culture and provides value to guests.

For years, we’ve been working with Affinis Corp on their Industry Summit. This annual event blends networking, discussion, and thought-provoking presentations. Casual in nature, it’s a great fit for their brand and business.

The Summit was originally created to gain industry insight and connect with clients. In its first iteration, it was a small group talking through what might happen in the next 5 to 10 years. Since that time, it’s grown to include a wide range of clients and colleagues and a variety of expert presenters.

For each Summit, we include a mix of formal presentations, panels, and facilitated discussions to keep things moving. In its eighth year, our team is always looking for ways to fine-tune the event and make it more impactful, and while no two years are exactly the same, these five strategies help us plan a successful event each time.

5 Strategies for Planning a Successful Event

1. Gather input from guests.
Every year, we incorporate guest input into our plans. We do this a few ways. For example, we often send a client survey prior to planning the Industry Summit. We use this to identify when we should hold the Summit and which topics might be of most interest. That feedback helps guide our plans.

We also distribute paper evaluation forms at the event and follow-up with the same survey via email. With under five questions, it helps us understand what attendees liked about the Summit and what could be improved. We can also examine year-over-year trends and identify anything new that stands out. That data goes into planning the next year.

2. Reach out personally.
While we send save the dates, invites, and follow-up emails, personal phone calls from co-workers prove to be the most effective way we gather RSVP’s. To do this, Affinis co-workers call guests two to four weeks before our RSVP deadline. Even if someone chooses not to attend, it provides our team with an opportunity to connect with existing and prospective clients.

3. Allow time for networking.
Having an engaging and interesting speaker is always important, but for an event like the Industry Summit, providing networking time is key. Every year, we include a spot at the beginning of the program for this. When possible, we also try to leave space around lunch for easy conversation. Many guests look forward to interacting with their peers and learning more about what is happening at other municipalities, federal agencies, or in the area.

4. Foster discussions.
Affinis’s culture is casual and friendly. We try to reflect that sensibility throughout the program. Along with a keynote presentation and networking, we often integrate Q&A’s, open discussion, or table topics to keep guests engaged. In years past, we’ve asked Affinis co-workers and guests to share takeaways from the discussion at their table with the larger group. We do this to not only mirror Affinis’s brand, but also stay true to the original intent of the event.

5. Measure success.
After every Summit, our team produces a report and presents the results. In it, we include data from the guests’ evaluations and insight from our speakers’ presentations. We also review the program to see where we went long and if some parts were shorter than anticipated. This information helps us evaluate the length of the event and how to better structure our time.

In the past, we’ve gathered co-worker feedback in a short meeting, but this year, we sent Affinis co-workers a survey too. The electronic questionnaire allowed us to dig into specific event details, like the space, service, and food. Asking multiple choice questions provided our team with easily quantifiable results.

Learn more about how we could plan an event for your organization. Contact us for more details about our approach and how it could work for your organization.