Why defining clear objectives for any event is an imperative for success

Here's an example of defining clear objectives for an event. In this case study we chose an event that was the opening ceremony for a new customer facility. The main objectives for this event and what customer wanted to achieve were as follows:

(a) Design and implement the opening ceremony, designed to impress specially invited guests (Royal family representative, VIP, CEO’s of the leading industry figures & media representative with approximate number of 200 – 250 guest.

(b) Allow for VIP Parking, Shuttle services and a tour in the facility no more than 20 minutes guided by a professional

(c) Highlight & consider in the event theme the business deal between a partner

(d) Brand awareness for the customer's mission & vision, strategy, key client & partners.

To measure success of the event a post-event analysis and evaluation of client feedback was conducted that measured if all the objective had been achieved and the customer was satisfied.

Here are some more elements that were covered in the analysis:

Food & Beverage: The food & beverage were fantastic at the event, the timing was perfect. The event manager provided two options of Buffet menu’s from an international five star hotel very close to the venue, the set up and the banquet table arrangement were luxurious, comfortable & elegant. Since were guests were coming from different countries & culture the event manager chose an international menu that included: Arabic, Indian, French, Mexican, Italian cuisine

Event Location & Access: The venue chosen was choose the same location as the customer site and that allowed for convenient VIP Parking using the rear entrance of the facility. A red carpet from the entrance to the mezzanine floor with special lighting guided guests to the pre reception area. On arrival guests were directed to the pre-reception area for a welcome drink and then on a guided tour of the facility.After the tour, guests were seated in the main event area where the formal welcome and speeches were arranged.

Main event area: A stage and backdrop was setup to provide corporate branding and a platform for speeches. Banquet tables were set out for the dinner buffet, with decorative center pieces to match the corporate branding. Though the lighting was basic, it created an inviting ambience in the main event area, and that combined with appropriate stage lighting for the speakers and presentations.

In summary, these elements came together in a seamless fashion that exceeded the client's objectives.