Looking for how to plan an event, or advice on event planning?
You’ve come to the right place.
As a result of seeing numerous organizations’ events, we’ve identified ten steps which are critical to a successful event.
Despite the fact that we can’t identify all the details you’ll need to remember, since many of them will depend on the type of event you’re having, there are some best practices that you must follow no matter what type of event you’re having.
In addition, we’ve created a simple checklist to ensure nothing gets overlooked. Working backwards from the event date will help you identify the timeline.
In summary, below are ten steps you can follow to help plan your event.
1. Develop Your Event Goal and Objectives
Establishing a tangible goal and objective is the key to planning your event.
In the beginning, ask yourself: Why are you organizing this event, and what are you hoping to accomplish?
Your event can be optimized for success if you know the key goals of your group before you plan it.
For your next project, are you looking to raise awareness for a cause or collect a predetermined amount of donations? How many guests do you hope to attract? 50 or 500?
You can make it easier for your team to ensure success by setting goals accompanied by quantifiable metrics.
All the details of any event must be handled by a team. It may be appropriate to designate one key coordinator or chair each subcommittee such as:
- Managing a venue;
- We will entertain;
- A public relations campaign;
- The sponsors of the event;
- Management of volunteers.
When team members have individual responsibilities, they are held accountable for their actions, and they are prevented from abandoning tasks. In addition, you’ll be able to delegate – but keep committee meetings in mind when scheduling your event!
Planning an event includes setting your event’s budget. The team who originally had the idea forgot to take the budget into consideration before beginning to plan, which caused many great ideas to fall by the wayside. Or you can hire event agency hong kong and have peace of mind.
In your budget, you should consider the following expenses:
- The cost of the venue should encompass the rental fee and any insurance required.
- It goes without saying that this is a field in the food industry. If you are not able to sell enough tickets, your budget will also play a part in how many you sell.
- Whether you choose a DJ, a talking pig, or speakers, this field can be customized however you like – just make sure there is enough room for travel and accommodation costs.
- What’s your décor plan? Will you be going with a mason-jar theme, or something more sophisticated? It will be easier for you to choose the right one if you know its costs ahead of time.
- Travel and lodging costs for your staff should not be overlooked, particularly if you are heading out of town of town. Even budgeting staff time (what would they be spending time on if they weren’t working on this event?) can help you decide whether that extra meeting is worth it.
- It doesn’t matter whether you put flyers up all around town or use Facebook to market your event, you need to promote it.
- Think about incorporating event management software into your event planning if you haven’t already done so.
- There are many different types of A/V equipment to choose from, such as projectors, speakers, and wireless Internet.
- No matter how well planned an event is, there will always be extra costs. You’ll avoid being caught unawares if you budget for them.
Regardless of whether you’ve already chosen a venue or not, it’s important to keep your maximum spending budget in mind before making those decisions – even if some of them aren’t yet fixed costs.
In the case of a recurring event, the date might be predetermined, but if it is a new event, consider the following before finalizing your date:
- Be patient with yourself! To prepare for your event, allow at least 4-6 months (depending on the nature of the occasion).
- Holidays and statutory holidays should be noted
- Do not attend school during school holiday periods (winter, spring, summer).
- Contact the key participants – speakers, presenters, VIPs, 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.