Why waste time and energy to plan an event? Can’t I just wing it? Absolutely not! Winging it may work for a road trip and even then you still need to plan – where are you going to sleep, where are you going to stop to eat, fill up on gas etc. Event planning not only saves us from disaster but saves us from a lot of unnecessary headaches, last minute tasks and equips us to handle unexpected technical difficulties. Whether you are planning an intimate get together or a large concert there are some basics you need to consider when you plan an event. In order to plan your event you need to create your event plan. Below are the 10 must haves in your event plan to plan an event like a pro.
10 Step Guide to Plan an Event
1. Goals and Objectives
What is the purpose of your event? Celebrating a milestone, providing information, increasing sales? Whatever the driving force, knowing your purpose and clearly defining your goals and objectives will keep you focused and serve as a backbone for your event. Goal Setting is an integral part for every event. Knowing your goals will not only guide you in what is important but will help you to be laser focused in your planning and execution.
2. Event Type
There are several types of events varying from in person, to virtual to hybrid. Events can range from intimate parties to weddings, webinars, seminars, retreats, raves, concerts, fashion shows, sports days, corporate awards, award shows, fetes. The type of event you plan to host will determine the logistics of your event and will give you a basic idea of what is required.
3. Audience
Who is your audience? Your intended audience will determine not only your invitees but also what sort of messaging you will disseminate. Public events such as concerts or even seminars and product launches would require promotional plans and VIP as well as media invites versus a wedding which may have personalized invitations delivered in person.
4. Logistics
We have already identified what type of event we are going to host and why we’re hosting it now it’s time to flesh out the logistics required to plan an event and execute it successfully. These would include:
- Venue selection, taking into consideration location, size, accessibility options and available infrastructure. An outdoor event, for example, will have to take into consideration how the season and weather patterns will affect the event and ensure proper shelter is available. Important infrastructure requirements such as tables, chairs, decor, lighting, trussing and stage areas will vary according to the nature of your event.
- The Date and Time must be carefully thought out. Choosing to have an event on the same day as a major event your audience will most likely result in a very low attendance for your event. Time is also a very important factor. Children’s events generally take place during daylight hours and wrap up by 8 pm versus an adult party which can go on well into the early hours of the morning
- Additional Help – Teamwork makes the dream work! Most event planners work with a team of professionals in order to successfully plan an event. If you are going it solo be sure to analyze the nature of the event and see if additional help is required. The last thing you need is to be swamped with multiple simultaneously needed tasks and becoming overwhelmed.
5. Suppliers
Unless you’re a one stop shop jack of all trades, you will need to hire external suppliers to make your event a success. These may include:
- Caterers
- Deejay
- Music/ Sound System
- Master of ceremonies
- Guest speakers
- Decorator
- Additional staff such as event coordinators, ushers or servers
6. Budget
Unless money is no object and endless in supply you would need to formulate a budget. Your budget is one of the most important aspects of your event plan. Here are some key points to consider when creating your budget for your event plan:
- In order to decide your budget you first need to itemize all aspects of your event that will incur some cost.
- Have a definite figure. An overall figure you do not wish to cross will determine how much you will be willing to spend on each line item
- Be sure to factor in labour in your cost as well. Team members and suppliers need to be paid for their services
- Include a contingency as a buffer in the event unplanned expenses arise
If you are part of a corporate team and seeking approvals, ensure all items are clearly itemized. This is absolutely necessary as you may need to argue your case for additional funds if the budget provided is not sufficient.
7. Agenda
Your agenda is very important when you plan an event. Speakers, artistes and other guests need to appear according to their time slot to ensure all aspects are covered so that chaos does not ensue. Persons attending your event will also like some order. Knowing what’s to come can build anticipation also they know what to expect. This makes for better planning and allows your patrons to adequately schedule their time to attend your event.
8. Promotion
How will people know about my event? For small meetings and intimate affairs invitations in the form of phone calls, emails and text messages will suffice depending on who will be required to attend. For corporate events staff invitations, formal invitations to dignitaries and possibly media invites and packages will be required. For larger events or events open to the public, advertising via various channels will be required. These may include both free and paid advertising via, social media channels, websites, email, local television and radio, banners, flyers and broadcasts.
9. Host Event
After you have spent all the time and effort planning and promoting your event be sure to plan for the actual day of the event. For the day of your event:
- All key personnel should have an event run sheet detailing specific times and the order for every single aspect of the event. Event run sheets are very helpful as they outline every single aspect of the event from supplier arrivals, set up times, timing for each aspect of the event and breakdown and clean up afterwards
- Appoint point persons for all major aspects to ensure the event runs smoothly.
- Ensure back up plans are fleshed out and easy to execute in the event they are needed
10. Post Event Round Up
How Will You Measure the Success of the Event? What follow up is needed after your event has ended? After the event is complete, what needs to be done to close off your event? Depending on your event several tasks need to be completed to round up your event. These may include:
- Send out thank you notes,
- Host post mortem meetings
- Submit reports
- Obtain feedback and recommendations
- Outstanding payments
- Reconcile financials
- Ascertain profits
- Set date for next event
Conclusion
No matter what type of event you are planning, be sure you create an event plan. This will take away 90% of the anxiety you may experience. Event planning is not for everyone. Sometimes depending on your expertise or the nature of the event you may need to hire a professional. Here are 7 Reasons Why You may Need an Event Planner if need be. Need assistance in figuring out how to plan an event or require training for your staff? Feel free to send us a message or book a free discovery call. Remember, as the saying goes, If you fail to prepare…. prepare to fail.
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