Meetings, congresses, general meetings or other events are a unique opportunity to bring people together. But for the event to be a success, careful planning is necessary.

A successful event is more than just a collection of program items. It is an experience that will be remembered by the participants. Provided it is well organized! With a structured approach and the right steps, every event – ​​whether virtual, hybrid or in person – becomes an unforgettable event.

Successful event planning – tips from the event expert

To ensure that events in Munich or other locations are a success, we always keep an eye on the details and rely on careful planning. In general, the following core areas of event planning must be taken into account:

• The briefing: As a first step, you should arrange an appointment with everyone involved to clarify the requirements and goals of your event. What type of event is being planned? Are there specific wishes or challenges? A thorough briefing creates the basis for clear planning and avoids later misunderstandings.
• The location: There are numerous event rooms for events in Munich or other cities that are suitable for a wide variety of formats. If your event is not to take place in your own premises, thorough location research is essential. Consider: Does the size of the event room fit the number of participants? Are all customer requirements, such as WiFi, met and are the lighting conditions correct? Are there good connections to public transport?
• The technology: Events – whether in person, hybrid or virtual – require reliable technical equipment. Depending on the needs of your event, you will need to provide stage technology as well as camera technology and streaming equipment for hybrid and virtual formats.
• A detailed schedule: A professionally created schedule is the heart of every successful event. Determine when and how the individual program items will take place. This plan serves as a guide for everyone involved - from the technical team to the moderators - and ensures that the event is structured and stress-free.
• Catering and other service providers: The physical well-being of your guests contributes significantly to the overall experience. Choose catering that takes into account the tastes and needs of your participants. In addition to catering, other service providers such as photographers, make-up artists, furniture providers or hostesses can be requested to ensure a smooth process.
• Branding and decoration: An event room in Munich can be transformed into a unique experience location through individual branding and appropriate decoration. From company logos on banners to small details such as personalized name tags or floral elements on the tables – your event should be visually harmonious and appealing. Read more about event decoration here.
• Reception and registration: A professional reception is the first impression that participants receive of your event. Make sure registration is well organized and guests are warmly welcomed.
• Carrying out the event: On the day of the event, it's about bringing all the elements together seamlessly. Clear communication between everyone involved and a reliable event team are crucial to overcoming unforeseen challenges.
• The follow-up: After the event is before the event. Thorough follow-up will help you analyze the success of your event and collect valuable feedback for future planning. This also includes an evaluation of participant feedback.

Conclusion: Create an experience that will be remembered

Planning events is a challenging but rewarding task. With a structured plan, a strong focus on details and a dedicated team, you can create an event that leaves a lasting impression on your guests. The experienced project managers at mbw will help you turn your vision into reality and make your event an unforgettable experience.