How to build a Houseful event?

“Productivity is never an accident. It is always the result of a commitment to excellence, intelligent

planning, and focused effort.” - Paul J. Meyer

The few hours before the event are the most nervous times for an event planner, as it is the time that

they have to face that one big litmus test, the test of audience attendance. So, whether you are

organizing a convention, product launch, dealers meet or a customer event, the size of your audience

will hold testimonial to the success of your event. It’s a fizzle when an event manager spends countless

hours and money in planning an event and only a pint-size of the expected attendees turn-up. Empty

chairs are the bane of every event planner’s existence, thus the following suggestions can be considered

by event planners for improving the attendance of their events and keep this bane at bay.

• Research upfront & feedback afterwards: Try to find out what your prospect attendees are (do’s &

don’ts) looking forward to in an event and try to accommodate as much as their requirements as you

can. After all, they are the ones whom you’re organizing the event for. Further, since you’re an event

planner and planning events is an ongoing process for you, make sure to take feedback from the

audience after the end of the event about the things they liked and didn’t like in the event.

• The venue is at a convenient location, which is notable and affordable: The venue chosen should be

accessible and not very expensive so that it suits the pocket of all the attendees. Further, a notable

event location draws more crowd and buzz as people are already aware of the location and scale of

events taking place at that particular venue. Kamani auditorium and India Habitat Centre are some of

the most famous and affordable event venue locations in Delhi.

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• Right date and time: The time of the year, day of the week and time of the day, all make a difference

when it comes to audience attendance. For example, mornings are great for seminars, after work is

great for appreciation/networking events and weekend afternoons and evenings are preferable for

weddings and concerts etc.

• Save the dates: Save the dates reminders should be sent out early to the target audience as it gives

them time to plan their calendars well in advance and assure their availability at the event.

• Incentives for early check-inn or arrivals: Discounts/vouchers are a great marketing strategy for early

registrations or last minute walk inns.

• Personalized invitations: A handwritten invitation or an invitation with some kind of personal touch

e.g., name etc. garners more attention and makes the audience feel special.

• Overlapping with identical events: In case of

an allied event is planned for the same time/day when you’re planning to hold yours, it’s recommended

to look out for other options available as having two large scale events will only eat out into each other’s

success and none of the two events will be benefited.

• Entertainment & lively activities: The event manager should make sure to include some

extracurricular activities and fun time into their event schedule if the duration of the event is for a

complete day or so.

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• Use Social Media: Go to multiple social media platforms and create your event. Using various channels

to get your message out is essential. Nowadays, social media isn’t just about the youth. People from all

generations are there on these platforms and using these platforms can get one maximum visibility and

that too absolutely free of cost.

The above mentioned pointers will not only help increase registration/attendance for the upcoming

events but also make attendees feel comfortable, lively and more enthusiastic about the event.

Thus, it sums up, “Build it up and they will come”.

-Parul Sardana

Faculty, INLEAD

Images Courtesy- Google Images

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