A good launch event has unparalleled potential when done right. Networking, goodwill toward your new business, and momentum abounds with a well-executed event. As a springboard into the first phase of introducing your new product to the New York scene, you’ll want to consider these checklist items when planning your launch party.
1. Set A Time And Date
Consider your guests’ general schedules, other city events, and any other widely celebrated holidays when picking a time and date for your launch event. If you have a curated guest list, it may be wise to poll them for a time or date that works the best. Avoid scheduling a launch party in the middle of a holiday season, too, often guests will have their free time booked with holiday parties and celebrations.
Suggestions/Tips:
- Check City Events Calendar: Look up local event calendars to avoid scheduling conflicts.
- Consider Time Zones: If you have a national or international audience, choose a time that is convenient for most time zones.
- Survey Key Guests: Send a quick poll to your most important attendees to find out their availability.
2. Define Your Product Launch Event Goals
This could arguably come first in a product launch event checklist. You will want to define specific, strategic goals for your product launch to add some structure and direction to your planning. To start making these goals, try answering these questions:
- What are you trying to achieve with your product and this event?
- What will guests get out of attending?
- What will be a marker of event success in a measurable outcome?
Suggestions/Tips:
- SMART Goals: Set your product launch goals to be Specific, Measurable, Achievable, Relevant, and Time-bound.
- Guest Experience: Think about what you want your guests to learn, feel, and do during the event.
- KPIs: Identify key performance indicators, such as social media engagement, number of attendees, or post-event sales.
3. Create A Guest List And Curate Invitations
Often, product launch events focus on guests with a large audience that resonate with your particular product. These guests can include social media influencers, brand ambassadors, collaborators, journalists, bloggers in the same product space as your business, even celebrities. Make sure to include an official RSVP date on your invitations as well with time to spare before your event so you have the opportunity to invite more guests if needed.
Suggestions/Tips:
- Influencer Outreach: Reach out to influencers well in advance and provide them with all necessary details.
- Personalized Invites: Personalize invitations to make each guest feel valued and important.
- RSVP Follow-Up: Set a reminder to follow up with invitees who haven’t responded as the RSVP date approaches.
4. Be Active On Social Media
Have a plan for social media activity leading up to, during, and after your product launch event. Creating a hashtag for your product can curate posts and traffic, as well as optimize SEO content.
Suggestions/Tips:
- Content Calendar: Create a social media event content calendar leading up to the event.
- Live Updates: Assign a team member to manage live updates and interactions on social media during the event.
- User-Generated Content: Encourage attendees to post about the event using the designated hashtag.
5. Don’t Forget Logistics
This is the part of the product launch planning process that some overlook. You’re creating an event that requires additional consideration for logistics like entertainment, venue, decor, branding, catering, and parking for guests. This takes time and concentration to coordinate, especially in New York, and you may want to consider hiring a professional event planner by the end of it to save yourself the headache and help your product launch happen without a hitch.
Suggestions/Tips:
- Venue Visit: Visit the venue beforehand to check the layout, facilities, and accessibility.
- Vendor Coordination: Confirm all details with vendors, including delivery times and setup requirements.
- Guest Amenities: Ensure there are adequate amenities like restrooms, seating, and refreshments.
6. Have a Back-up Plan
Launch events are finicky beasts at times, and it’s wise to have a back-up plan if integral parts derail. Briefing your team and having a “disaster plan” of sorts, as well as keeping communication open before and during the event itself, helps keep things flowing smoothly.
Suggestions/Tips:
- Weather Contingency: If your event is outdoors, have an indoor backup plan.
- Technical Support: Have a tech support team on standby for any equipment failures.
- Emergency Contacts: Keep a handy list of emergency contacts and alternative service providers.
Hire EMRG Media For A Seamless Product Launch Event
After all is said and done with planning, organizing, executing, and debriefing from a product launch party, it may very well feel like you have three full-time jobs. Hire an EMRG Media event planner and take that workload back down to a manageable level for yourself. See how our event planners can seamlessly elevate your next launch party, corporate events, or holiday gigs!
