Holding your own event

Holding your own event is a good way to show your product or service in a tailor-made setting without the distraction of other exhibitors. Holding a private exhibition often has an exclusivity that is appealing to your invited guests. With a custom event you control everything, from the venue to the timing. The good news is that you and your business are in the spotlight - but the bad news is, if you get things wrong, there's nowhere to hide.
 
Choosing to produce your custom event
A custom event can be anything from a shop opening to an art exhibition. You can host product demonstrations in a hotel suite or hold seminars in a meeting room. You can devise a roadshow or hold an open house at your premises. In short, you can create an event that exactly matches your needs and the needs of your target market.
 
Holding your own event enables you to reach prospective customers direct. This can be useful if your products are usually sold through a network of distributors. As well as showing off your wares, customers can meet the person behind the product, whether you're an artist, an inventor or an entrepreneur.
 
Tailor-made events are useful to demonstrate expertise. Law firms, accountancy firms and financial advisors, for example, can attract potential clients by holding seminars that explain issues and offer solutions.
 
It's a good idea to produce your own event if your customer base is predominantly local - they may not travel to established events that are further afield.
 
Set the tone of the event in advance. Some customers prefer an appointment-based event, giving them a chance to get a hands-on product demonstration and personal attention. Others prefer the buzz of a well-attended event where there are opportunities for networking.
 
Ensuring a good turn-out is one of the biggest challenges. Customers need a good reason to attend. One option is to take your event to them. If your audience are young people, for example, hold your event in a shopping centre on a Saturday afternoon. If they're parents, try a family-friendly weekend event in a local park or school playing field.
 
Planning your own event
Producing your own event isn't easy and requires forward planning. It's vital to decide what you want to achieve and who you want to attend. Be realistic about your objectives and set a budget - costs can quickly escalate.
 
You may be able to borrow good ideas from established exhibitions for your own event. If you need ideas or assistance, the International Confex exhibition is the place to meet experts and suppliers from the events industry.
 
It can be hard to attract visitors to a small event. You could run a joint event with a complementary partner to make a bigger impact and bring in more visitors. Alternatively, you may decide that it would be more effective to take your products to your customers rather than expecting them to come to you.
 
The success of your event certainly depends on getting the right people to attend. You need to make your event attractive and convenient for your target audience. Send personal invites and customised direct mail with compelling reasons to come along. Exclusivity is a good incentive and holding a private sales event or an invitation-only launch can be a good strategy.
 
Sending invitations should be part of your promotional strategy even if your event is open to all. You should send special invitations to key decision makers and local VIPs as well as loyal customers, new prospects and the media. Distribute a press release in advance to get coverage of the event.
 
Managing the event
The logistical challenges of running an event are considerable. You have to find the right venue and organise catering. Other important issues are signage, seating, audio visual facilities, lighting, display stands and promotional literature. You must establish whether you and your staff are capable of producing a successful event or whether it would be better to use an events company.
 
On the day, you need to be visible and make time to meet and greet. People often come to these events specifically to make contact with the person behind the product or service so you need to ensure you speak to all the key guests. Brief your staff so they can answer queries and be ambassadors for your business.
 
Goodwill gestures are often appropriate. You could give guests a free sample or a branded promotional item. Offering deals and discounts can be a good way to attract customers and make sales on the day.
 
Dos and don'ts when holding your own event or exhibition
Holding your own event allows you to communicate your message and demonstrate your product or service in front of a select audience of invited guests without competition from other exhibitors. Get it right and you can show your business in the best possible light, but if you get things wrong there's nowhere to hide
 
Do

• Research your market carefully. Holding your own event is a high risk, high reward strategy. Get it wrong and you may never live it down; get it right and you will reap the benefits and have a blueprint for future events.
• Budget accurately. Costs can quickly escalate, so detailed requirements need to be set out from the start. You'll need to focus on Return on Investment (ROI) - one of the main benefits of participating in or sponsoring existing events is the fact that the onus is on the event organiser to deliver a satisfactory ROI. When you plan your own event, achieving a return on investment is your responsibility.
• Seek expert help and advice, and listen to it. Either bring in a consultant who comes recommended or draw on the extensive event management resources available online and via event industry trade associations.
• Get the support of colleagues. Event planning and implementation can be a drain on resources. With everyone contributing to the success of an event, more can be achieved.
• Get the most out of the event on all fronts - sales, marketing, product development research, data collection and even staff motivation. Consider all your key business objectives and see how an event could support them.

 
Don't

• Get carried away and forget to stay on message. Every aspect of your event needs to be evaluated. New ideas, introduced at the wrong time for the wrong reasons, can distract and dilute your core messages.
• Assume that a small low-key event will take significantly less time and effort to organise. Every event requires research, planning and careful implementation. Even a simple seminar, lunch or open day must be run professionally to secure a positive outcome.
• Think staging your own event is the easy option. Event organising is a skilled profession; unless you are prepared to allocate the time, budget and resources needed, don't even attempt organising your own event.
• Run the event on the cheap, or conversely go OTT in an attempt to impress. Keep it simple and professional.
• Let us put you off! The rewards of an event can be phenomenal. A special event can help you establish a rapport with potential clients. Face-to-face contact with customers and prospects on your own turf can be a very effective strategy.

 
If you need assistance with any form of event planning or management then get in touch with us today, this is an area we excel at and can help organise any type of function from small to large.

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