The perfect event staging

5 tips to fully exploit the project potential

Numerous factors are important for a perfect event staging. On the one hand, it is important to avoid mistakes and master challenges while at the same time creating a quality above and beyond the standard. As an experienced event architect, we ensure detailed event staging and present you five tips with which you can fully exploit your project potential. From planning through feasibility studies to the finished project, you will receive valuable information here.

1. Strategic project planning

Reliable project controlling lays the foundation for a successful event. Here, various questions are formulated for your short-, medium-, and long-term process optimization. The basic ideas include a clear definition of a successful project as well as a well-defined set of goals. Do you want to spread information about a certain subject as far as possible or are you laying the focus on sales?

In the further process, you will deal with technical questions as well as the envisaged event design. At the end of this step, you ideally have a comprehensive analysis of the event environment, your project goals are clearly defined, the interests of the stakeholders have been differentiated and you have established a reliable risk management. At a game fair, for example, developers present their product to a broad audience. The goal of the event is to give all developers an appropriate platform to get in touch with potential customers. The environment must provide space for a large crowd to come to the event, spend their time there, possibly allow overnight stays and, of course, ensure a relaxed departure. In risk management, various scenarios are taken into account so that technical failures or the last-minute departure of an exhibitor at the fair go unnoticed as far as possible.

2. A solid skillset

To fully exploit the potential of the project, a suitable skillset is required. In it, you combine the skills of different levels that are necessary for a perfect event staging. It is important that the skills are solid. This means that you have to be able to perform even under challenging conditions. So, for example, if you are leading the planning of the event, are you able to react properly under pressure in case of last-minute changes?

What are your technical possibilities and where do you need support? The skillset is not about being able to do everything perfectly, but about realistically assessing how far you can go yourself and then delegating various tasks. This is the only way that the event design can ultimately correspond to your ideas.

3. No limits – from public to digital events

The current times are complex. As we saw in the last few years, your planned event may suddenly have to take place under completely different circumstances. Therefore, it is important to have a backup plan when planning the event and for example be able to host a public event as a digital event. Numerous trade fairs and major events have been successfully realised under these circumstances over the past three years. While mistakes and inaccuracies were forgiven at the beginning, the demands have now risen again. After all, there are enough role models for a clean event staging as a digital or hybrid event. Of course, it is exaggerated to plan two events at once for this reason. Nevertheless, you can further your process optimization just in case by acting with foresight and taking certain outages into account.

4. Feasibility Studies

Feasibility studies are an integral part of modern event management. With the help of feasibility studies, an event architect can identify where risks and opportunities in the event staging lie at an early stage. This gives you an outline of the economic feasibility, organisational implementation, resources, and availability as well as temporal and legal realisation – and thus maximum security.

Using technical products as examples, calculations are carried out regarding the technical components and parts. Experiments and tests are used to ensure the product’s suitability for practical use. In addition, the feasibility of completion and assembly is checked on site and the availability of all raw materials and supplies is ensured. Will the budget be adhered to? Then the feasibility study at the technical level is complete.

5. What remains for the end consumer?

The last tip to fully exploit the potential of your project targets the end consumers at your event. They are attending your event in large numbers or can participate together via live broadcast. Now the work for your next project already begins, after all, you want to inspire the people on site for upcoming events. This can be achieved through a clean process and additionally through various advertising measures that will keep you in mind as the event organiser. Is the next date fixed and can you refer to it? Or are you planning smaller events to work towards the next big event? You have numerous possibilities to create incentives so that people will also take part in the next event. Ideally, you can plant upcoming products and events firmly in the mind of the end consumer.