Event planning

Looking for the way to plan an occasion , or advice on event planning?

You’ve come to the proper place.

We’ve seen tons of organizations’ events over the years, and there are ten steps we’ve identified as key to a successful event.

While we will not identify all of the small print you’ll got to believe , since much of it’ll depend upon the sort of event you’re holding, we will suggest some best practices that are important to follow for any event.

1. Develop Your Event Goal and Objectives

The very initiative in planning your event is to determine a tangible goal and objectives.

First, start by asking yourself: Why are you organizing this event, and what does one hope to achieve?

If you recognize your organization’s key goals before planning, you’ll make sure that every a part of your event is optimized for fulfillment .

Are you trying to boost awareness for a cause, or collect a predetermined amount of donations for your next project? Are you hoping to draw in 50 guests, or 500?

Setting a goal with quantifiable metrics of success will make it easier for your team to make sure that you simply reach them.

2.  Organize Your Team

Any event takes a concerted team effort to handle all the small print. Consider identifying one key Event Manager or Event Chair also as individual Chairpersons for subcommittees, such as:

  • venue management
  • speakers
  • entertainment
  • publicity
  • sponsors
  • volunteer management

Assigning individual roles to team members creates a system of accountability, also as preventing tasks from falling to the wayside. Plus, it’ll allow you to delegate – but don’t forget to account for committee meetings in your event plan timing!

3. Establish Your Budget

Establishing your event’s budget is one of the foremost important parts of designing an occasion. This is a crucial step in Event planning. I’ve seen many great ideas fall by the wayside because the team who originally came up with it forgot to require their budget into consideration before starting to plan.

a number of the critical expenses you would like to incorporate in your budget are:
Venue: This cost should encompass the rental also as any insurance you would like to get .
Food and Drink: This field is pretty self-explanatory. However, remember that the quantity ready to “> you’ll afford here may additionally dictate the amount of tickets you’re able to sell.
Entertainment: This field are often customized however you would like it to be — whether it’s allocated for speakers, a DJ, or maybe a talking pig, confirm you’ve got flexibility for travel and accommodation costs also as any compensation.
Décor: Will you be going with a DIY mason-jar theme, or one that’s a touch fancier? Establishing the prices upfront will assist you determine which one you’ll afford.
Staff: This category might often be forgotten, but it’s key to account for the transportation and lodging costs of your staff, especially if you’re headed out of town. Even budgeting staff time (what would they be spending time on if they weren’t performing on this event?) can assist you decide whether that extra meeting is worthwhile .
Marketing: Whether you opt to market your event through Facebook or go old-school by putting flyers up everywhere town,
Software: If you’re not already paying for any quite event management software, consider incorporating it into your event planning.
A/V: From projectors to wi-fi to speakers, this category encompasses a good sort of costs.
Miscellaneous: Even the best-planned event will have some additional costs come up. Accounting for them in your budget will ensure you’re not caught unawares.
Even if a number of these things aren’t fixed costs yet – for instance , if you haven’t yet picked a venue – it is vital to stay the utmost that you simply can afford to spend in mind before making those decisions.

4. Set the Date

The date might already be pre-set for a recurring event, but if this is a new event, be sure to consider the following before firming up your date:

  • Give yourself enough time! Ideally, you should have 4-6 months to plan, if not more (depending on the nature of your event)
  •  Be aware of statutory and religious holidays
  • Avoid school holiday time periods (winter, spring and summer holidays)
  • Check dates with key participants – speakers, presenters, VIP guests, etc.

Once you’ve set the date (and have already outlined your budget), you can start booking any external staff (such as caterers) you need right away.  

5. Create an Event Master Plan

Once you’ve got an honest idea of all the prices and therefore the timeline related to your event, it’s time to start out the important plan! Creating your event plan will allow you to make sure every aspect remains on target also as making it easier to coordinate with volunteers and event committee members.

Your event plan should encompass all aspects of the event, including:

  • Venue, logistics, & catering management (contracts, permits, insurance, etc.)
  • Speakers and presenters (identifying, confirming, logistics & management)
  • Activities and entertainment
  • Publicity and promotion (online & off-line, such as web page & online promotion; events calendars; printed programs; media relations; signage; social media, etc.)
  • Registration (online sign-up, payment and tracking; on-site sign-in, etc.)
  • Sponsor and partner management
  • Volunteer management and responsibilities 

Although it’d be tempting to mention , “It’s beat my head! I”ll be fine!” and not worry about writing it all down, beware: this type of mentality will make it far more difficult for you to assign accountability. It’ll also make it harder to recollect what you probably did for subsequent event – so do your future self a favour and keep everything written down.

Finally, if you or your organization has run previous events of an identical type, reviewing any documentation that exists at this stage can assist you to ensure you’re not missing anything.

6. Book Your Venue

Once you’ve got the date nailed down, it’s key to book your venue as soon as possible. Your event has got to have a date and site nailed down before you’ll begin advertising, so this task must be completed as early within the planning period as possible.

(Note that some flexibility round the date may additionally assist you out at this stage and open up a wider sort of venues.)

Some things to think about when picking a venue for your event are:

  • Accessibility. Does the venue have accessible entrances and elevators? Are there all-gender washrooms? Will you have space for interpreters? This and many other factors go into choosing a space that all participants will feel comfortable in. 
  • Size. An event for 50 people will need a very different space than one for 500. Additionally, consider whether or not you’ll need separate rooms for breakout sessions or the like. 
  • Parking. Is there a parking lot, or is it easy to access via public transit? 
  • Insurance. Will you need to purchase separate insurance? What are their liability rules? 
  • AV. If your event needs speakers and microphones, make sure it’s easy to set them up in the space that’s available. The same goes for wifi access (and cellphone connection!), or any other technological needs your event has. 
  • Costs. How much of a deposit is the venue asking for? Will there be additional costs? How much will you get back if you (heaven forbid) need to cancel? 

7. Brand Your Event

If you would like your event to face out, you would like to settle on a timely and compelling theme that sets you aside from your competition. this suggests that you simply got to come up with a dynamic overall theme and you would like to require care with the particular name since it are often a key attention-getter, especially in online media.

Brainstorm names: once you are brainstorming the event name, think about: How is your event different from other events in your sector?
What are you hoping to convey through this event?
What are the most components of your event?
Create a tagline: Once you’ve come up with a reputation, also attempt to craft a tagline a brief, memorable branding slogan that describes the event.
Design a logo: the ultimate step is going to be having a logo created to represent your event. A logo is often an efficient branding tool – offering immediate recognition of your event altogether your publicity and promo items (such as t-shirts, water bottles, bags, and more).

Once you have your name, tagline, and logo, use it in all your marketing collateral so that people who are unfamiliar with your organization will start recognizing your brand and remember that the event is happening! 

8. Identify and Establish Partnerships & Sponsors

Are there organizations that you simply could partner with or turn for sponsorships to defray the prices and increase potential participation? Plus, once you involve people or groups in your event, they need a stake in helping spread the word and making the event a hit — the more the merrier, right?

You might want to consider:

Seeking corporate sponsors to fund some of the event. this will range from national organizations which may want to sponsor a dinner, offer a prize or a key silent auction item, to local businesses which may be ready to provide goods or services, like flowers for the tables, gift bag items, etc.
Partnering with community organizations who could be ready to offer a venue and/or assistance with organizing or staffing an occasion .
If you’re trying to find businesses to sponsor your event, confine mind that they’ll be more likely to try to to so if they will see the clear benefit to them. If you’ve had sponsors within the past who are willing to talk abreast of your behalf, such a lot the higher – but if not, be prepared to craft a compelling case for support once you initially reach out.

9. Create a Publicity Plan

Even with the foremost amazing speaker or entertainment line-up, you would like publicity to urge people within the door. Event promotion starts with the initial notice or page on your website, note in your newsletter or email to save lots of the date, then builds to incorporate online and off-line publicity, media relations and on-going outreach to encourage registration.

Some components you would possibly want to incorporate in your plan are:

Web page announcement
Social media
Email blasts
Press and media connections
Printed materials
Finally, no promotional plan is complete without the post-event thank-you’s, sponsor acknowledgements and articles about the event’s key messages or fundraising success.

For more details on promoting your event, inspect our Event Promotion Guide.

10. Determine Day-Of Processes

Once you’ve prepared everything happening round the event, keeping track of the order of the event itself and planning out your program is that the next step.

To ensure you’re prepared for love or money , prepare an agenda which will walk you thru the entire day from setup to cleanup. Including every detail, regardless of how small, will assist you desire you’ve got it all under control!

Here’s a fast example of what something like this might look like:

5:00: Drop off silent auction items at the venue (Diana)

6:15: AV setup (Terry, Diana)

7:00: Have quick volunteer coordination meeting (Terry + volunteers)

7:30: Attendees begin arriving

8:00: Hors d’oeuvres served

8:30: Speaker 1 takes the stage

8:45: Break

9:00: Speaker 2 takes the stage

10:00: Awards presented (Diana)

10:30: Mingling, silent auction bidding finishes

11:00: Start clearing tables

11:30: Bar closes

12:00 Event ends; all guests must leave

If you’re sick of processing event registrations and payments by hand, there’s a software that can completely automate the process for you online. This will make your life much easier. If you follow these steps then you will enjoy Event planning with prior to success

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