As an event planner, you’re probably well aware that there are several different types of events that you can plan. One type is a networking event — an event where your attendees can network and connect with other professionals in or out of their field. Now, like most events, networking events require a lot of planning. Most of the event planning will happen before your event, for example, choosing a venue and marketing your event. But you’ll also need to consider the post-event plans. How, when, and why should you reach out to your attendees? There’s a lot to plan and organize, but we’ll walk you through it. Let’s learn how to organize a networking event.
What Are the Key Considerations for Planning Networking Events?
If you want to plan a successful event, keep a few things in mind. First, it’s important that you know how to navigate the event lifecycle. Also, your event should be inclusive and engaging. Include accessibility options so that everyone can have a comfortable experience. Think about your target audience, your event goals, and what activities you want to include at your networking event. Budget and venue are important, too. All of these factors require thought so that when you host your event, it’s a success.
8 Easy-To-Follow Tips To Organize a Successful Networking Event
Ready to plan an event and ensure success? Here are 8 easy-to-follow tips that will help you stay organized while planning your networking event.
1. Outline Your Target Audience Preferences and Event Goals
Before anything else, you need to figure out who your target audience is. Are they young professionals? Are they established in their career? Is your target audience a mix of different groups? Consider their demographics. Age, gender, location, and occupation are all important to know about your audience. Once you’ve figured out who they are, you can research their preferences and behaviors. Think about things like their interests, hobbies, and lifestyles. Look into their online behaviors — the social media platforms they’re on and the content they’re interacting with.
With this information, you can now focus on your event goals. Ask yourself what you’re hoping to achieve with your event. Do you want to raise brand awareness? Are you hoping to drive sales? Create meaningful experiences? Or do you simply want your community to engage with you? Set clear and measurable goals.
Finally, align your event goals with your audience’s preferences. Include activities and content that represent both.
2. Choose the Correct Type of Event or Format
So, there are two types of networking events. The casual kind lets your participants mingle and network casually, and the structured kind which typically revolves around a presentation or lecture. Under the casual type of networking events, you’ll find happy hour meetups, breakfast or luncheon meetings, and community service groups.
Happy hour meetups are typically hosted at a restaurant for a small group of like-minded people. Conversation happens over drinks and appetizers. Breakfast or luncheon meetings are the same, except drinks and appetizers are replaced with a meal that fits. Community service groups let volunteers and donors converse with each other, allowing non-profits to interact with the people who support their cause.
But what about the non-casual event types? There are quite a few to boost professional relationships and social interactions, including:
- Seminars: Seminars are usually industry-specific, so maybe based on technology or marketing, for example. During these events, you’ll have an expert in the field as your keynote speaker who will discuss and teach your attendees about the topic of interest. Snacks and refreshments will be served and your attendees can converse with other professionals before or after the expert gives their presentation.
- Career fairs: Career fairs are great for individuals who are just looking to start their careers and are usually hosted at colleges or universities. Companies send representatives to represent their company and meet prospective future employees. Participants can introduce themselves, ask questions, and pass out their resumes.
- Workshops: Workshops are a great way to allow your participants to develop their skills and grow their network. But like seminars, workshops revolve around one topic or skill. Workshops usually have an expert who gives a presentation and then an area where participants can engage in interactive learning.
Of course, these are only a few types of events, and the type of event or format — whether an in-person event or virtual — will depend on your needs. Figure out what type of event you want to host, whether it’s casual or structured, in-person or virtual video conferencing, and then go from there.
3. Define a Budget and How It Will Be Allocated
Money — everyone’s favorite subject. It’s an important topic to think about when planning anything, but especially when planning an event. The first question to answer is how much are you willing to spend? Let this be your total event budget and stick to it. Now, that’s not to say that you have to spend every dime and penny in your budget. It’s more about not overspending. Figure out how much you’re willing to spend and then consider what you’re willing to spend it on. Expenses for an event could include venue rental, catering, entertainment, marketing, staff, and security protocols. Also, consider adding in a backup plan budget. You know, in case something unexpected happens.
Those expenses are a lot to budget and you may not be able to afford everything you have planned. So make sure you prioritize based on what’s most important. Allocate your funds based on this importance. Since your event is about networking opportunities, put more money into those areas. Keynote speakers, presentations, etc.
4. Select an Appropriate Date and Book a Venue
When you choose a date, you should consider things like holidays and major events. This is where knowing your target audience can come in handy, too. Think about their preferences and availability. Are there any religious observances or holidays coming up that might deter your target audience from attending? Consider weekdays vs. weekends and the time, too. Weekends will likely be more convenient and have a better turnout. But weekdays may have better availability when booking things like venues and vendors.
Once you’ve set a date, it’s time to book your venue! Things to consider here are the size of your event and your budget. You’ll want a venue that can accommodate your attendees comfortably and allow for any accessibility options, like wheelchair ramps and the like.
5. Plan and Implement Effective Marketing Strategies
Part of throwing a successful event is to market your event through effective marketing strategies. It’s how you’ll promote your event. Consider using a marketing checklist to keep your marketing efforts organized.
First step is to create a clear and exciting message. Your message needs to communicate your event’s values and unique selling points. Make sure your message is consistent and uses a strong call to action to encourage your attendees to sign up.
Next, figure out where you want to spread your message. There are several options to choose from. You can use ads, social media platforms, email marketing, or content marketing. This is also an excellent opportunity to reach out to local media and influencers to spread the word about your event.
6. Include Activities for a Successful Networking Experience
Now’s the fun part — planning the activities. Include a variety so everyone has something that interests them. Icebreaker games are a fun way to start an event. Use them as a conversation starter to help attendees settle in, become more comfortable, and connect with others. They’re the perfect way to get past the initial awkwardness that some may feel. Consider games like 20 Questions, Two Truths and One Lie, and Scavenger Hunts.
You could also try speed networking, which involves brief one-on-one meetings where your attendees can learn more about one another and find common ground. Other activities could include interactive workshops, mentorship matching, and roundtable discussions.
7. Share Your Event’s Agenda Ahead of Time
Your potential attendees should be well-informed about your event plan and what it offers, so share your event’s agenda ahead of time. This will allow them to have ample time to prepare themselves and how they intend to spend their time at your event.
Detail everything to expect — things like key activities, sessions, speakers, and breaks. When your attendees have your event’s agenda at their disposal, they can plan their day effectively and participate in the activities that resonate with them the most.
8. Get Feedback From Your Attendees To Improve Future Events
Last but certainly not least is gathering feedback from your attendees. Feedback is an invaluable tool that can help you understand what your event did right, what fell short, and how successful it was overall. You’ll learn about your attendees’ experiences and engagement activities and how you can improve your next event.
Implement on-site feedback stations where your attendees can provide feedback in real-time. This is useful because it will let your attendees share their thoughts and opinions while their experience is still fresh in their minds. You could also send out a post-event survey through email (so be sure to collect email addresses from your guest list!). Think about the questions you’ll be asking. Include multiple-choice questions, open-ended questions, and a rating scale.
Plan Successful Events End-to-End With Events.com
So, there you have it! Eight easy-to-follow steps that you can implement when planning your next networking event. And if you need further help or guidance, check out Events.com and try our demo today. Plan your event from start to end with our comprehensive event management platform. With us by your side, you can market, promote, and sell tickets to your event, find sponsors, and gain invaluable insights to determine your event’s overall success and what needs improving in the future.
Let us help you tell the world about your event — expand your reach and boost attendance all through our platform.
