Do you need suggestions for organizing an event? You’ve arrived at the appropriate location. Over the years, we’ve attended numerous events hosted by various groups. We also have a ton of best practices for you to use, even while we can’t list all the specifics you’ll need to consider (it often depends on the type of event!). We’ll walk you through the steps involved in event planning in this blog post.
What Is an Event Plan?
An event plan serves as a roadmap for all of your event’s elements.
These components are coordinated following SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals and objectives and a timeframe. We advise working backward from your event date to determine your timeline (a work-back schedule!).
As you get ready for the big day, your event planner can act as a guide to keep you on track. No matter how big or small your event is, a successful plan includes the same crucial elements, which we’ll go over in the next part.
What are The Steps in Planning an Event?
Event management is demanding. Keeping track of all the minor details can be difficult when there are so many moving parts. There is a lot to consider, from choosing a location and speakers to making sure you’ve sent out thank you notes and leading a post-event to debrief.
Here are some set-out steps in arranging an event.
#1. Develop Event Goals And Objectives
Establishing a clear purpose and target is the first stage. What goals do you have in mind for arranging this event?
#2. Form A Team
To manage all the arrangements for any event, a concerted team effort is required. Choose a key committee member to lead the event and designate specific subcommittee chairs. The venue, speakers, entertainment, publicity, sponsors, transportation, volunteer administration, and other areas could all be covered by subcommittees.
#3. Set A Date
Before finalizing the date of your event, be sure to take the following into account.
Give yourself ample time to organize; ideally, this should be between four and six months, depending on the specifics of your event.
- Be mindful of holidays
- Avoid large events or school holidays
- Verify dates with important attendees (keynote speakers/presenters, VIP visitors, stakeholders).
#4. Brand Your Event
You must select a topic that is both topical and distinctive if you want your event to stand out. Think of a broad, engaging theme for your event, and give the name some serious thought. Particularly in internet media, it can be a major attention-getter. Consider your goals for the event as you come up with name suggestions. Create a tagline—a succinct, catchy branding phrase that sums up the occasion. Create a logo to represent your event. T-shirts, water bottles, bags, and other items can all be branded with the help of a logo. A logo can be easily made using the free online graphic design tool Canva.com.
#5. Make An Overall Plan
All elements of the event, including:
- Location selection, planning, and catering (contracts, permits, insurance, meal selection, caterer, etc.)
- Speakers/presenters (identifying, verifying, logistics and management) (identifying, confirming, logistics and management)
- Activities/entertainment
- Both offline and internet promotion and publicity (web page, online promotion, events calendars, printed programs, media relations, signage, social media, etc.)
- Management of Sponsors and Partners
- Management of volunteers
- Remember that people volunteer for a variety of reasons (hot buttons), such as the desire to make a difference, the chance to meet new people socially, or the desire to learn or experience something novel. Good volunteer experiences may lead to further volunteering. They won’t volunteer again and will tell others if they have a terrible experience. Ensure that your volunteers have a sense of warmth and participation. They must believe that their efforts were worthwhile and that they were helpful.
#6. Determine Administrative Processes
How will you keep track of your speaker, guest, budget, and registration lists?
#7. Identify And Create Partnerships And Sponsorships
Are there any businesses you might collaborate with or approach for sponsorship to help with the costs and boost participation? When you include other individuals or organizations in your event, they have a vested interest in assisting with publicity and ensuring the event’s success.
You might want to think about:
looking for business sponsors to help pay for some of the event’s costs. This can include everything from local businesses that might be able to donate goods or services, such as flowers for the tables, gift bag items, etc., to global organizations that would want to sponsor a meal, offer a door prize, or supply a significant silent auction item.
Join forces with neighborhood groups that can provide a location or help with planning or staffing the event.
#8. Create A Publicity Plan
Even with the most incredible speaker or entertainment lineup, you still need PR to draw attendees. The first step in event promotion is a notice or page on your website, followed by a reminder in your newsletter or email to save the date, followed by offline and online publicity, media relations, and ongoing communication to promote registration. Without post-event thank-yous, sponsor acknowledgments, and stories highlighting the event’s major messaging or fundraising success, no strategy is complete.
#9. Establish A Budget
Estimates for all of the important components included in your event master plan should be included in your budget. Don’t forget to factor in any speakers’ or presenters’ travel expenses.
#10. Evaluate The Event
How will you know whether your event was a success? Do you use attendance numbers to gauge success? How much did you raise? The message? How did you involve the audience or members? When you first define your goals and objectives, you should think about how you will assess the event to gauge your success.
What Are The seven Stages of Event Planning?
Pulling together a workplace celebration, whether it’s a holiday party or yearly customer luncheon, requires a lot of preparation and a little bit of luck. These seven suggestions can assist you in reducing stress and ensuring that your special event is genuinely special.
#1. Begin earlier than you think is necessary.
Even if the date of your event may seem far off, you will need to take a lot of little measures along the road to stay on track. If your organization holds annual meetings, you might start planning the essentials, like the venue and agenda, as soon as the previous meeting is over, while the lessons learned from what worked and what didn’t are still fresh. If you’re organizing a holiday party, verifying the venue’s availability over the summer may help you snag your top pick and possibly even qualify you for a discount for making an early reservation. Beginning early reduces the likelihood of missing crucial details and provides you time to make changes.
#2. Establish a master calendar.
Make a list of the steps that need to be taken after getting the initial feedback from your employer and other stakeholders. On a broad scale, this can entail looking into potential locations, making food preparations, sending registration forms, and setting up transportation. Provide more detailed instructions and deadlines after each of these. For instance, you must look into your possibilities, visit your top choices, and learn what will and won’t be offered before making a venue reservation (for example, AV equipment). When you finish each task, cross it off the list and, as necessary, add new ones.
#3. Put together a team.
Avoid attempting to manage all the planning by yourself. Instead, give specialized tasks based on each person’s strengths. Has anyone on your team worked in the food service industry? Request that he look at catering options. A coworker from down the hall plays in a cover band on the side. Request that she be in charge of organizing the entertainment. Have explicit expectations and due dates, and schedule regular meetings to monitor progress.
#4. Bargain with suppliers over prices.
This step might be simple if you consistently use the same vendors because you might be eligible for a discount. Organizing your function on an off-peak day or time could also save costs. See what kind of discount you can get if you require more than one hotel room for out-of-town guests; frequently, hotels will comp a room if you’ve made a particular amount of reservations. Obtain quotations from several vendors for the services you’ll require, as this can help you bargain: For instance, if the caterer with the best menu knows you have cheaper bids, they could be ready to decrease their pricing.
#5. Consider “what-ifs.”
Prepare in advance for potential obstacles. It would be great if the trendy new restaurant in town could host your holiday gathering. Asking politely about the number of other events scheduled for the same night is important since it may affect the level of care your group receives. Or perhaps you’re organizing a family outing to a nearby theme park. Verify that there will be activities for all of the children; you don’t want the little ones to be sad because they can’t ride the rides.
#6. Get it in writing.
To avoid any surprises on the day of the event, carefully read the vendor contracts. Make no assumptions; whatever you anticipate receiving must be explicitly stated. Make sure your contract clearly states that the seller will up and disassemble the tent and chairs you are renting, for instance. Your contracts should also cover contingencies, such as who will step in if the DJ you reserved becomes ill.
#7. Have fun!
It’s time to take a step back and see your hard work pay off once the big day arrives and everything is set up and functioning without a hitch. Appreciate the moment, but also be aware of potential changes you could make for the future. And always remember to express gratitude to everyone who contributed to the success of the event.
What are The 6 Stages of Planning an Event?
Planning is the key to a successful event. It’s simple to feel overwhelmed because there are so many factors to take into account. To ensure that your event runs successfully and stays within your budget, follow our six steps.
#1. Identify your aims and goals.
It’s important to take a seat and consider your goals for the event before looking at potential locations. Are you attempting to solicit donations? or advertise the launch of a specific product? Do you want 40 or 400 guests?
Being particular about your audience is also crucial. Planning and budgeting will be easier for you if you are aware of your main objectives and have concrete criteria for measuring progress.
#2. Set up a budget
Spending a little bit more here and there is simple when you want everything to be flawless. But before you realize it, this can pile up to hundreds or even thousands of dollars over budget. You can better control your spending by making a budget that is both realistic and flexible.
These essential components should be included in your budget:
- Venue rental Includes any other expenses like insurance.
- Catering: Breaktime snacks and meals.
- Personnel expenses: They cover setup, coordination, and cleanup.
- Whether it’s a DJ or inviting special guests to speak.
- A/V rental: Depending on the location, you might need to rent additional equipment. a projector, for instance.
- Decoration: If the event has a theme, you might need to buy or rent extra décor.
- Marketing: If you have the funds, it’s a good idea to create a budget for marketing because promoting your event is essential to its success.
- Contingency: No matter how carefully you prepare for your event, unexpected costs will inevitably arise. To provide a safety net, including a 10% contingency.
#3. Timetable for the event and planning
Giving oneself enough time is the most crucial part of preparation. When you’re pressed for time, time seems to fly by so quickly. Ideally, you should allow yourself 4-6 months for preparing and carrying out larger events.
Check for any potential conflicts if the date is variable. You don’t want to reserve a location only to learn that your event conflicts with a significant religious holiday or that a crucial guest speaker won’t be available on that day.
We advise making a master plan and timeline that includes all of the crucial due dates in the run-up to the event to ensure that everything runs smoothly. This will also make it easier for you to assign assignments to your team. Submission of licenses, insurance policies, confirmation of any guest speakers, critical dates for marketing and advertising, invitations sent out, RSVP deadline, and a detailed calendar for the actual day could all be included in your timeline.
#4. Partnerships
You might consider collaborating with other groups for sponsorship depending on the nature and size of your event. This may help you save money while also assisting your marketing and promotion efforts.
Make sure to emphasize a clear value to the companies you are asking to sponsor your event. Your chances of success will increase if you can make a strong case for sponsorship.
#5. Promotion
It’s time to spread the word about your event now that preparations are underway. Even if you have the most amazing speakers scheduled, nobody will show up if they are unaware of the event.
Include important dates in your event timeline and create a PR and marketing plan. Your marketing strategy should include:
- A webpage announcement about the event.
- newsletters and email blasts.
- Social media posts that have been scheduled.
- Press and media, including your press release.
#6. Take pictures and film to document the occasion.
It’s important to document your event and its success after all your preparation and hard work. To ensure that your photos are of the highest caliber and resolution, hire a professional photographer.
These photos can be included in your post-event follow-up, which can also include a press statement about the event and thank-you notes to any sponsors and participants. Also, these pictures might aid in publicizing upcoming events. Images and videos can be easily saved and shared with the Vista suite.
You can add team members or attendees once you create the area for your event. Your pictures are all saved in one location, where they are all conveniently accessible and arranged.
What are The 3 Essential Components of Event Planning?
Planning an event is very different from hosting a typical party. Whether the event is high-profile or private, a lot more preparation, development, and organization goes into it. At the end of the night, every event manager hopes for a successful event, but achieving that goal isn’t always simple. Planning a good event requires the following three factors:
#1. Establish a goal with targets and a budget.
Set goals, objectives, and most crucially, a budget that covers all aspects of the event before you even start daydreaming about a theme. What are your objectives for the occasion? Are you attempting to raise money? Is there a product that deserves special attention? What would the client consider a success of the event? Having a goal in mind will make organizing the remainder of the event much easier.
Why is it vital to create a budget? You need to know where to set a spending limit, for starters. Even while you may still accomplish a lot on a limited budget, you shouldn’t organize an event that won’t satisfy the client’s desires and financial capabilities. Make a line-item budget so that each step is recorded and your spending stays within acceptable bounds.
#2. Choose a location and make vendor contracts
Everyone is aware that you cannot host a party without a venue to accommodate all of your guests. The same holds for both significant and little business/corporate events. Depending on the overall concept, budget, and vibe you want the event to have, finding the ideal venue might be difficult. While product launches should be a little more participatory and engaging, choosing an established facility with huge ballrooms will speak to a theme of richness for a more high-class ambiance. The planning for the design can start in earnest after you have the venue.
Using vendor contracts is a significant component of event preparation. Once you have a location, you must start planning the menu and the general look of the event area. To create the ideal event, you must use your contacts in food, lighting, music/DJs, linens, flowers, and even cake design. Even though many venue locations will offer some of these services, depending on the final product a customer needs, you could still need to employ your contacts. Giving your clients options to pick from can occasionally produce the best results because they were involved in the entire strategy.
#3. Branding
Marketing events are essential to your clients because attendees need to be aware of the specifics of the time and location to participate. Branding is important because you want your event to be noticed and stand out from the crowd. Think of different event names, themes, and even logo designs to give attendees a distinctive taste and experience. Create a slogan for the event that combines client objectives and a tease of what will happen there to go the additional mile.
Send out a save-the-date if you are arranging an event well in advance (six to twelve months) so that guests have time to mark their calendars. An official invitation can then be sent as a follow-up as the event is getting closer. If the event is for a product launch, don’t forget to highlight it in the invitation. An invitation is also a fantastic opportunity to promote the event’s overall theme.
Hiring an event manager who can handle all aspects of planning from conception to conclusion is sometimes the best approach to ensure a successful event. Make a list of everything you need to do and cross items off as you go if you intend to handle the event planning yourself.
What are The Five Cs of Event Management?
Here are the five Cs of event management: Concept, Coordination, Control, Culmination, and Closeout. But what do they mean?
#1. Concept
The concept comes first. Your event’s conceptualization establishes the foundation upon which it will be built. When doing so, you should take into account:
Who will attend, when, where, and what will happen at your event are all important questions?
Don’t shortchange the specifics here. Go deep into each of the aforementioned topics and take the time to comprehend every facet of your event. What is the main goal of your event, to begin with? What is the result? Your audience needs to understand and relate to this purpose. After you have this, you can begin to consider your audience, how to contact them, and how to engage them.
Knowing the ‘Why’ and ‘Who’ also allows you to make inroads into the ‘When’ and ‘Where’. The venue of your event can be a no-brainer if your target audience is concentrated in that area, either by residence or employment. Or, if they represent a cross-section of the population or one business, there might be a year that is more suitable or less busy that will help increase attendance.
#2. Coordination
Planning can start after you have your concept. Given that there will probably be a lot of items you need to cover, this will probably be one of the longest steps in the process.
You’ll examine the following during the Coordination phase:
- Choosing a theme
- Establishing a reliable budget
- Making a schedule
- Looking for a location
- Organizing caterers and decorators
- Arranging for entertainment, lecturers, or other events
- Purchasing equipment
- Arranging for transportation and lodging
- Risk evaluations and security
- Plans for contingency
The list provided above is by no means complete. Depending on the size and nature of your event, it can be shorter or longer. But the key is that you must make sure all of your bases are covered throughout the coordinating phase of the process.
#3. Control
Event control entails precisely that. maintaining control. Keep things in check and follow your strategy as closely as you can. It’s possible to waste time, money, or both on resources that don’t support the “Why” you created at the concept stage if you start to veer off course and become sidetracked.
When you begin planning, it would be beneficial to create a timeline and define specific goals for what needs to be done, by when, and by who. Keep your eye on the prize and make sure you have a clear picture of what your event will look like before you do anything else because, with event management, you can never be too controlling.
#4. Culmination
We conclude the event. the actual big day. It’s time to start the show now that your event has been successful. But your job as event manager doesn’t end when the event begins. In actuality, it has only just started.
Communication with suppliers, vendors, and staff, careful attention to timeframes, security checks, and timely setup are all part of the climax phase. The culminating phase, like the control phase, is about guiding the ship in the right direction and putting backup measures in place in case it veers off course.
#5. Closeout
After the event is over, the closeout phase begins. Making sure the location is clean and orderly, communicating with the personnel, and wrapping things up with any caterers, entertainment, etc.
Closeout also extends to post-event management, such as obtaining feedback from clients, evaluating your performance, thanking attendance and personnel, examining the budget, etc. Even if you might simply want to take a long nap after your event, post-event management will enable you to assess whether you met your objectives and how, as well as how you can carry the momentum from it forward.
Summary
Event management and planning success take a few talents. At various stages of the procedure, skills like careful attention to detail, ingenuity, endurance, and strategic thinking all come into play. Because of this, it’s critical to approach event management with a sound strategy that will enable you to travel the (sometimes) bumpy road and come out on the other side relatively uninjured, basking in the glory of a successful event.
Related Articles
- EVENT MARKETING: The Ultimate Guide To Event Marketing
- Event Planning: Event Planning Fundamentals & Services
- CORPORATE EVENT PLANNING: What Is It, Jobs, Salary & Ideas
- EVENT MANAGEMENT TOOLS: Meaning, Types, and How to Use It
- 21+ MOST SUCCESSFUL SMALL BUSINESS IDEAS 2023 (Detailed Guide)
References
