Consider the Five Ws for your Next Event
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As people, we like to hold celebrations and gatherings for a wide variety of reasons. Whether it’s to mark a special occasion or to celebrate a recent victory, gatherings hold a special place in our hearts. As anyone who has attempted to host a gathering will tell you, any successful event takes considerable planning and execution. A great way to begin planning for these occasions is to consider the “Five W’s”.
Why
The most important question to address is why you are having an event. Is this a private event, is it for business purposes or is it just a general public gathering? Once you have established the type of event, you need to establish a purpose for the gathering and determine what you expect to achieve by hosting it. Are you look to build relationships with a select group of people, such as clients? Are you attempting to raise money for a cause or commercial endeavor? Whatever your purpose, you need to have a clear goal in mind that all other decisions can be structured around.
Who
Once you have established a purpose, you should have at least a partial answer to this question. Who are the people you are trying to reach? Does your event have broad appeal or is it focused on a particular demographic of attendees based on factors such as age or geography? Knowing the type of people you are attempting to reach will drive the rest of your decision-making process. A useful tool when targeting a select audience is List Segmentation. This technique involves breaking your target audience into smaller groups with shared characteristics, which allows you to tailor aspects of your event to those people. Understanding who you want at your event is the key to making it successful.
What
Armed with the information derived from “Why” and “Who”, you can craft an event that best achieves your stated purpose. The possible variations on what your event looks like are endless and limited only by your own creativity. Regardless of the direction you choose, if your decision was made by understanding your audience with the aim of achieving your goal, it should be a success.
Where and When
The last two W’s revolve around the occurrence of the event and should be determined once all other factors have been decided. Knowing what you are doing for whom, and why, will frame an available set of times and locations for you to choose from. While all other factors bring you to this decision, your choice of where and when to hold an event can make or break the success of your gathering. The most common cause of poor attendance for events is inconvenient location and timing, as even the most interested parties can only bend their schedules so much.
No matter the size and scope of your gathering, or your intended audience, if you follow these simple steps your event should be a success. If you find yourself in need of party supplies or tents, we at Pink Elephant Party & Tent Rentals can help. Located at 34 Main St. in Smithtown, you can also reach us at (631) 357-3561. We’d love to help!