Steps for planning different events

Successful events involve many individual parts that each depend on the organizers to select and manage. Both organizations and individual clients benefit from the effects of well-organized events. People interested in planning a special event or developing an event planning career may benefit from learning about this process. In this article, we discuss the importance of planning different events.

Why is it important planning different events?

It is important to plan different events because they typically require multiple elements, staff, and services that require advance booking, communication, and payment. Event planning often ensures that the event is completed according to the organizer and client’s vision and that guests enjoy their time. Here is a list of additional benefits of planning an event:

• Coordination: This means that all services, such as catering and music, are running simultaneously and doing what is required of them.
• Safety: This means that guests arrive safely, have a good time, and leave. Security officers often maintain the order of the event and the good behavior of guests.
• Objectives: This means that the event matches the client’s objectives in terms of purpose, decor, enjoyment, and organization of the event.

Steps of planning different events

Here is a list of 10 steps that can help you plan an event:

Organize Your Goals

The first step in planning any event is to organize your goals and objectives for the event. This typically involves identifying the purpose of the event and the goals that can help you achieve that goal. For example, your event could be a fundraiser for a specific organization, a product launch, a brand awareness event, or a new store opening celebration. The event goals typically apply to attendees’ reactions and engagement at the event. This could include increasing the brand’s social media following, or increasing sales of a product.

Another part of organizing goals and objectives is to identify the key points around the event. This can also help you achieve your event goals. For example, think about how many attendees you expect to attend the event. Here’s a list of other considerations:

• The date of the event and how much preparation time you have
• The location and demographics of your attendees, such as their ages
• The location of the event or a list of potential locations
• The type of event and how long it will last, such as one to three days

Setting a budget

Budgets often help determine how much funding each event element will receive. They can also help your team set realistic benchmarks for event expenses and limit surprises for the planning team, such as unexpected expenses. When creating your budget, consider leaving room for change or adjustments as time goes on. Make sure to stick to your budget as much as possible so you can stay within it. Here’s a list of things you can budget for during the planning process:

• Event venue
• Food and beverage
• Entertainment
• Decorations
• Staff
• Marketing
• Event management software
• Insurance
• Travel
• Additional supplies
• Sponsors
• Miscellaneous expenses

You may also benefit from creating a spreadsheet to help you organize your expenses. Some people find that adding fields to the spreadsheet, such as estimated costs, actual costs, vendors, and item descriptions, can help with organizing efforts. You may also benefit from sharing this spreadsheet with other team members for accountability and educational purposes.

Also read Unique Ideas for Event Breakout Sessions

Building an Event Team

Large events typically require more than one person to manage planning and execution tasks, but smaller events may benefit from having just one or two organizers. Assigning tasks to multiple designated organizers often helps move the planning process along quickly and also helps maintain accountability among members. You may consider appointing a project manager or committee chair as the event team leader so they can help lead and answer questions or concerns. Here is a list of areas or departments that may require a team member:

• Venue Management
• Entertainment
• Catering
• Speakers and Audiovisuals
• Advertising
• Volunteer Management
• Sponsors
• Scheduling
• Creative Design
• Registration

Select a Venue and Date

Selecting a venue and date is one of the most important parts of event planning. Because these aspects often determine other parts of the event, such as decorations and capacity. Consider researching event venues early in the process, as many venues may only be available during certain seasons or occasions.

Choose Event Management Software

Event management software typically helps organizers with promotion, registration, organization, and digital signage before and during the event. Some technologies may help organizers before the event, such as registration and ticketing software. Consider researching different platforms and apps that may help you with these elements. Here’s a list of potential aspects that may require event management software:

• Project management technology
• Live streaming and registration
• Engagement, such as social media
• Attendee management
• Marketing and promotion
• Event location
• Virtual and hybrid event solutions

Identifying sponsors and partners

Vendors typically provide some of the key elements that help guests enjoy their time, such as food, entertainment, transportation, tables and chairs, and security. Some venues may provide vendors, such as catering companies, so be sure to ask your venue representative before arranging some vendors and other partners. Consider consulting a temporary agency to find event staff, or you may find volunteers. You can also look for security to maintain order at the event.

Sponsors and partners may help you promote, fund, organize, or staff the event. It is important to research organizations before choosing them as sponsors or partners so that you can ensure their legitimacy and ability to help the event. Corporate sponsors may fund parts of the event, such as food, while local organizations, such as local businesses, may donate supplies in exchange for free marketing.

Planning the Program and Entertainment

The program and entertainment of an event often impacts the overall attendance of the event. The first step in organizing the program is to determine the main attraction of the event. Before choosing this, consider what your audience expects and what they might enjoy. Think about the type of event, the type of program that might benefit the audience, and the space you have within the venue. For example, the venue may be large enough to accommodate multiple workshops or speakers.

If you want to invite prominent speakers and special guests, consider researching them through social media, professional websites, and industry publications. You can also start networking, surveying the local community, or reviewing previous events you have attended. Consider planning the program and entertainment early so you can reorganize if there are schedule shifts before the actual event.

Branding and Marketing the Event

A specific theme or brand may draw attention to the event. For example, try creating a logo, color palette, and overall style for event elements, such as the name, logo, and visual identity. This includes graphics, tone, messaging, and promotional materials. You may also benefit from tying the theme back to the overall goals you established at the beginning of the planning phase.

Next, create a marketing plan for the event. Use multiple channels, such as social media, TV, radio, email, advertising, posters, and content marketing. Consider creating a schedule to engage different channels or the frequency with which you use them. You may also consider using the channels that your target audience primarily uses.

Set a schedule for the day of the event

You can set a schedule for the day of the event so that vendors, staff, volunteers, and guests arrive at a specific time. Create an agenda that covers the entire day, including initial set-up, dining schedules, entertainment periods, and event break-down after guests leave. You may also consider assigning event planning team members to specific time slots and providing details about their duties and requirements. This can help maintain accountability throughout the entire event.

Some additional steps you can take on the day of the event might include:

• Remind guests about the event
• Check the venue layout and setup before guests arrive
• Contact vendors, sponsors, partners, and media presence
• Create a designated area for event staff
• Check in with the event planning team throughout the event
• Check all electronic equipment
• Prepare emergency supplies, such as first aid kits

Create success metrics

Event organizers typically measure the success of their events by creating and using specific metrics. Think about ways you can easily measure the performance or reception of different elements of the event. For example, you can analyze data such as ticket sales, product sales, pre-orders, and social media follow-ups after the event.

You can also review social media shares and engagement, send surveys to attendees, and consult with speakers or event partners. Talk to your event planning team and identify ways the event was successful and ways you can improve future events. Consider comparing your data to the goals you created at the beginning of the planning process.

Also read What is a KPI for Measuring Events