In simple terms, a launch party is an event used to help introduce something into the market; be it a new brand, product, location or service.
A launch party should be an extension of the core values of your brand; it should reflect your desires and beliefs as a company while showcasing something comprehensively new.
It typically involves inviting stakeholders in your business, key industry influencers or prospects to an event hinged on introducing them to your new brand, product, location, or service; while also entertaining them and making the experience a memorable one.
When pulled off effectively, launch parties can generate a significant amount of buzz for any brand. They can garner goodwill, leave a huge impact on prospective customers, and be a lot of fun for potential clients.
However, this is only applicable if they are planned and executed impeccably.
Hence, our team is here to help you plan for and throw the best launch party ever in history! Here are critical steps to take when throwing a launch party.
Step 1: Know your event objective
Often overlooked yet an integral part of the planning process; setting your event objective or outcome is a crucial first step when planning for a launch party. This is because your event objective sets the road for you to identify the success criteria at the end of your launch party.
For example, your event objective may be an increase in sales by 25% by the end of the event; or establish an ongoing relationship with five new media outlets who write editorials about your events.
Step 2: Choose a theme
After setting your event objective, you can now move on to coming up with a theme for your launch party. Try thinking of a theme that is beyond your brand, then use that theme to tie the whole event together.
Step 3: Prepare a launch party checklist
After deciding on the theme, the first thing you need to do is come up with a checklist for the launch party.
The checklist should consist of all the important steps that need to be completed before the event. It is not inclusive, so do remember to include all key stakeholders to the launch in your planning meetings to get a better sense of other actions that may be needed.
Step 4: Establish a budget
Deciding on the budget should be one of your top priorities when planning for your launch party. This is because you need to know exactly how much you have to spend so that you can plan what your launch party can and cannot include. Thus, stopping you from overspending.
Step 5: Implement an event app
An event app is a tremendous way to help plan and implement your launch party; even in the early stages as you plan amongst your staff and teams.
Step 6: Choose a unique event venue
When choosing a location, consider using a unique event venue that represents what your brand is.
Do also ensure that the event venue is easily accessible for your guests.
Using a unique event venue will also make your event more exclusive, thus increasing its value.
Step 7: Know your audience and invest in relationships
Knowing about the needs wants, and buying behaviors of your guests is what sets apart successful event planning businesses from those that fail.
While it is nice to invite friends and family for moral support, it is equally important to think long term about who you want to work with; and subsequently, invite them to your launch party.
This would enable you to build a strong relationship with the right type of client.
Step 8: Create your launch party invite
Create a custom-designed launch party invites that sets the mood for your event.
The invitation should include; the date and time of your event, what the event is about, and most importantly; a map and contact information to guide your guests to the venue.
Step 9: Make your event exclusive
Indicate on your invitations that guests must arrive with their invite in hand, and the security will check for their name on the guest list.
By making your event exclusive, your attendance rates will skyrocket because people will become more curious about what you have planned.
Step 10: Plan the Menu
Be creative; think outside the catering box. Perhaps food trucks, food cooked on-site, or a build-your-own option.
Think beyond the plated and served dinner and instead focus on what may be enjoyed by all.
Step 11: Plan the Bar service
If you will be having bar service at your launch party, come up with a signature cocktail that’s fun, imaginative, and associated with your brand. This would leave a lasting impression on your guests and they’ll think of your brand with every sip they take.
Step 12: Book Entertainment
Source for a good DJ, comedian, performer, or musical act.
This is because entertainment throughout the night will keep guests around longer, and on their toes as to what might be installed for them next.
Step 13: Coordinate all event staff
Do ensure to hire knowledgeable staff with launch party experience to help manage and ensure that your launch party goes smoothly.
This is so that you can focus on entertaining your guests and drumming up the business.
Hence, when hiring the right team of event staff, you should ensure that they reflect your brand and meet your event needs and company values.
Step 14: Feature Giveaways
A surefire way to keep your guests lingering at your launch party is to plan some giveaways.
Forget the kitschy, cheap giveaways and give your event guests something dandy, memorable and useful instead. This is an excellent opportunity for you to show your creativity and leave an indelible impression on your guests.
In other words, don’t bother wasting money on inexpensive pens, tote bags or t-shirts. Instead, opt for something like a small care package, branded wine bottles or even branded skincare products.
Step 15: Invite the press
In order to increase brand awareness, invite the media to your launch party by sending a one-page media advisory that includes the “who, where, what, and why” of your event.
Examples include bloggers and influencers that could help increase your brand reach.
Step 16: Shuttle Services
While not necessary, it would be better to offer your guests free rides, ride discounts, or shuttle services.
Step 17: Create an in-depth schedule of activities
Make a detailed plan for the event activities and document it.
The schedule of activities will keep the event running smoothly and all staff in the know of what to expect.
The emcee, DJ, event staff, and everyone involved; should know what the schedule for the event is. That way, everyone would be working in concert to ensure that the event runs as smoothly as possible.
Step 18: Have a contingency plan
Something will go wrong with your launch party, this is for sure. It could be the food, the venue, or anything else.
Hence, it is imperative to ensure that there always is a backup plan for countering any unplanned situations. This isn’t always feasible; eg. Having a backup venue, but always be prepared for as many eventualities as possible.
Step 19: Communication Channels
If something major does go wrong and there’s no other available solution to fix it, then you should own up to it, be honest, and let people know.
You’re almost always better off just letting people know that there were some complications and that you’re working to fix it.
This is where communication channels come in handy; such as an event app; it allows you to disseminate information to everyone at your launch party. Therefore, alleviating the inconveniences of the situation at hand.
Step 20: Arrange for a clean-up crew
When the launch party is over and everyone has had a good time, there will definitely be some mess to clean up; you most definitely wouldn’t want to do it alone because it can be a pretty daunting task.
Instead, hire a clean-up crew to help lessen the load and speed up the process.
Step 21: After Party
Your event team is your greatest resource; including your vendors. Thus, it is important to celebrate and acknowledge their hard work and efforts.
If it is in your event budget, throw them an after-party as a way to show your gratitude and appreciation.
If it is not in the budget, then you should publicly thank them during your launch party and/or set up a brag board to showcase all their unique talents.
There you have it! Now that you are armed with the tools and resources needed to get started on planning your launch party, it is time to put these steps into action!
One issue that most event planners face is about where the party venue should be. In this case, we recommend Hyperspace! This is because Hyperspace is a brand new event venue in Singapore for rent with 3 spaces that can be rented. Hence, making it the perfect location for hosting a launch party, giving it a fresh new vibe and ambiance.
If you’re looking for more recommendations, you can check out our other posts below: