Our Events Co-ordinator Tessie Omulo shares the fundamentals of setting up a successful event in Nairobi that will leave people talking for days:
Put your purpose on paper; Why are you hosting the event ? What are you hoping to accomplish? Setting these goals up front will help you ensure that each piece of your event is tailored towards the same end goal.
For your event in Nairobi to be successful, you also need to discover your ‘ideal’ guest; What does he/she do, and why are they attending? Knowing exactly who is going to your event is key to crafting a great message and getting more people to show up.
What will the event cover? What messaging are you hoping to convey to your audience? While it makes sense to have an idea in mind from the beginning, your established goals and target audience are really going to drive this answer. You may have the best idea for a topic, but if it’s not of interest to the audience you want to assemble, it’s not worth your time or energy at this stage. And while you are at planning your event in Nairobi, make sure you craft a great hashtag that will capture the essence of what your event is about in a short, catchy way.
Once you have established the basics of your event itself,you need to figure out the logistics of actually hosting it. Where will the event be held? Will the venue be large enough to fit your desired audience or small enough so irrelevant space isn’t noticeable? Is the venue capable of meeting AV requirements (power, wifi for attendees or just presenters, microphones, presentation material) and do they have specific requirements when it comes to things like catering, registration of attendees or parking space? All of these details will inform whether your ‘desired’ venue is in fact the right location for the event you have in mind.
The timing of an event is often dictated by the choice of venue and its availability. Key considerations: Are other major events happening in the same location at the same time? Does your planned date conflict with any major national or local holidays or observances? Such deliberations ensure you get maximum attendance at your event.
While many event planners work independently, and with great success, it’s important to understand the value of a well-formed functional team. Big events often organized in teams because this is the most efficient, stress-free and collaborative way of working. Once you have thought through the important aspects of your event, putting together a checklist is fundamental. Clearly indicate who in the team handles what and provide the necessary support to ensure your team is empowered and equipped to execute the plan seamlessly.
Stay up to date with our community events here.