It is common to see organizations make mistakes when planning an event. A successful event requires certain ingredients that you must be conversant with before launching your event. Much of it will depend on what the event is about, who you are inviting to the event, and where it will be held. Here are the steps you should follow when planning for a successful event.
Identify Your Objectives and Goals
The first thing you should do when planning an event is to create a list of the things that should be accomplished before the end of the event. To do this, you need to ask yourself several questions, such as what is the purpose of organizing the event and what are your hopes once the event is underway.
By establishing critical goals before the onset of the event, your team can track and monitor the events progress. This means that your goals and objectives should be quantifiable and understood by every member of your team.
Create an Organized Team
You can’t accomplish all the tasks by yourself. You will need to get other people to do specific jobs that contribute to the success of the event. If you are the chairperson or the Event Manager, you will need to hire other people, such as speakers, sponsors, entertainers, ushers, and security personnel. Each person will play a specific role, and they will report the results to you. This is important because it allows you to cover all aspects of the event without leaving anything to chance.
Create a Budget
After you have created your goals and identified your team members, it is time to make a budget. Every great idea requires money so that it can become a reality. Therefore, budget planning is a crucial component of event planning.
There are many costs that you will take into consideration. You will need to know how much it will cost to rent the venue for the event. You also need to plan for drinks and food, although these will depend on the number of tickets sold.
Entertainment is a must for any successful event. For starters, you will need to contact a DJ and hire audio and visual equipment. Another thing you will have to budget for is the salaries of your team members and where they will be staying during the event. If they don’t stay near the location of the event, you will have to plan for accommodation as well.
You also need to know how to promote your event. Creating sponsored advertisements on social media is a great way to promote your event. Also, remember to plan for miscellaneous and unexpected things that may stop the event in its tracks. For instance, the lack of enough water may be a concern.
Set a Date
Choosing a date may seem like an easy process, but it’s one of the most challenging aspects of any event. Your event must be about five months away from the time you get your budget. When planning for the date, you need to consider things such as summer holidays and the weather. It would be best if you also run your dates by the various stakeholders of the event, including VIP guests, presenters, and speakers.
Have a Master Plan
Now you are ready to move to the next step of your event. It is time to create an actionable master plan that covers everything and everybody. A master plan should include critical venue logistics, such as insurance, permits, and contracts. It will also identify the names of the speakers, when they will be speaking, and for how long their presentations will last.
Your master plan must also take into consideration things such as registration, partner management, and sponsorships. Some of the things you will include under this umbrella include social media campaigns, media relations, and offline promotions.
Lastly, your master plan must have a detailed timetable. Everything must happen at the right time. You should leave enough room for unexpected occurrences. For instance, if you expect catering to take five days, your timeline should plan for seven days. The extra two days are contingencies.
Book your venue
You need to inform the venue management that you plan to host an event there. The event management may need some down payment from you. We encourage you to pay the down payment because it will secure your booking.
Although the coronavirus pandemic has led to the cancellation of many events, we expect the new year to welcome new events. Therefore, it’s paramount that you understand how to plan for and stage a successful event. The tips we have illustrated will help you to get started.