Small things that will make your event stand out
1. Organise Background Music
Great music is one of the key factors that turns a good event into a great event. That’s why high production events like Tony Robbins’ events with tickets that cost thousands of dollars per ticket have their own, official curated playlists. Here's a few tips for choosing the best music the event:
- Suit the music to the mood.
- Design your playlist with the audience in mind. If they like KPOP, find KPOP that’ll fit the mood, if it’s classical, find Beethoven’s best beats. You get the idea.
- If your venue is quite small and the acoustics are bad, try not to play that’s too loud and will get in the way of conversations.
- Don’t limit yourself to any specific genre. Variety is the spice of life, and the same goes for music.
- Ask for suggestions from colleagues, friends or professional event planners.
- Give the playlist a listen. Check it fits the mood you’re going for.
2. Bring Snacks, Water and Gifts for Speakers/Performers
If you’ve got speakers that are coming to your event don’t forget to provide them with a healthy snack like a muesli bar, a bottle of water and a gift. They won’t want to eat too much or eat anything unhealthy or heavy before they go speak - it can cloud their mind and lower their energy levels. Ideally hand write your thank you note and give them something they’ll appreciate. One university fellowship I attended would get every attendee to sign a thank you card for each and every guest speaker. Personal touches like this can go a long way.
3. Produce an on-day event highlight reel
Oftentimes, your attendees can miss out on moments because they’re trying to record a moment that they want to remember. The best way to save them from this FOMO is by hiring a videographer to film the day and make a highlight video out of it. You can find videographers or hire a videographer team that will record, edit and produce a highlights reel that can be shown at the end of the day. Not all videographers can do this, but you can find them! After the event is over, the videographer can edit the video more and polish it up before you publish it. This works really well for full-day events or camps and conferences that go over a few days. Finishing the event or each night of the event with a highlight reel from the day is a great way to send people off with.
This is one great example:
4. Organise Event-Exclusive Food Options
Find a flexible catering company who will work with you to customise a special dish for your event. It could be as simple as a scoop of ice cream with a flavour that incorporates company colours or a cocktail inspired by the events topic. But having something small like this can make your event more special and stand out.
5. Don't Forget an instagram area
People will want to have somewhere nice to take a photo or boomerang to upload on social media, so make one. If you’re in a rush, you can hire a photobooth or use a curtain, garland balloons, banners or anything else that might make a good backdrop. Putting props around can make photos more fun too.
6. Give people something to do at hangout areas
Doesn't have to be fancy, but sometimes people can struggle to hang out just talking. Having a game or few for hangout areas can help people find something to do with others and connect. Even if they don't get used, they can add to the atmosphere of your hangout area.
7. Thank Your Attendees For Coming
Without your attendees the event literally wouldn’t be going ahead, so thank them. The way you do it is way more important than what you might give. Personally saying thank you goes 10 times further than a ‘goodie’ bag with cheetos and a company pen. Having said that, useful and thoughtful gifts from the organisers can really be appreciated attendees.
8. Follow-Up on Everyone
Following up after the event is just as important as the planning process. This includes sending thank-you notes or emails to attendees, speakers, sponsors, staff and volunteers, gathering feedback on the event, and analysing what worked well and what could be improved for future events.
While we got this list from our experience, you can find other small things that are relevant by doing a personal run-through. Take the time to put yourself in the attendees steps. As you walk, sit and stand in the areas they're going to be going to during your event in a few days, you'll see the small things you can do that will make a difference.If you're organising an event and don't have the time or don't have the experience to make it a great time, you can get in touch with us!