THE ULTIMATE EVENT PLANNING GUIDE: HOW TO PLAN AN EVENT

The Ultimate Event Planning Guide: How to Plan an Event

How to plan an event, or get advice about event planning? You’ve come to the right place. We have seen many organization events over the years, and there are ten steps identified as the key to a successful event.

While we may not identify all the details you need to think about, as it will depend a lot on what kind of event you are organizing, we can suggest some best practices that anyone Are also important to the event

We have also put together an easy checklist so that nothing falls from the crack. To identify the timeline, start working backwards from your event date.

We hope the following The ultimate guide to event planning provides a starting point for your event planning – and without further, here are ten steps How to plan an event!

1. Develop your event goals and objectives Event planning

The Ultimate Event Planning Guide: How to Plan an Event 1

The first step in planning your event is to establish a concrete goal and objectives.

First, start asking yourself: Why are you organizing this event, and what do you hope to achieve?

If you know the key goals of your organization before planning, you can ensure that every part of your event is optimized for success.

Are you trying to raise awareness for a cause, or collecting a predetermined amount of donations for your next project? Are you hoping to attract 100 guests, or 1000?

Setting a goal with quantitative metrics of success will make it easier for your team to ensure that you can reach them.

2. Organize Your Team Event planning

event planning guide How to plan An Event gathering team

Any event takes a solid team effort to handle all the details. For the subcommittee consider identifying a key event manager or event chair as well as individual chairpersons:

  • Site management
  • Speakers
  • entertainment
  • Publicity
  • Sponsors
  • And volunteer management

Assigning different roles to team members creates a system of accountability, as well as preventing tasks from falling on the way. Also, it will allow you to delegate – but don’t forget to have committee meetings in your event planning time!

3. Establish Your Budget Event planning

event planning guide budget

Setting your event budget is one of the most important parts of planning an event. I’ve seen many great ideas from the sidelines because the team that originally came up with it forgot to keep their budget in mind before starting the plan.

Some of the important expenses included in your budget are:

Location: This cost should include the rental as well as any insurance you purchase.

Food and drink: This field is quite self-explanatory. However, remember that the amount you can spend here can also determine the number of tickets you can sell.

Entertainment: This part can be customized Because you need it – whether it is issued for speakers, a DJ, or even a talking comedian, make sure you have travel and accommodation There is wiggle room for the cost as well as any compensation.

Decoration: Are you going with a DIY mason-jar theme or a small fanbase? Setting up costs will help you determine what you can afford.

Employees: This category can often be forgotten, but it takes into account the cost of transportation and accommodation of your employees, especially if you are moving out of town. Even budget staff time (what time will they spend if they are not working on this event?) Can help you decide if the extra meeting is worth it.

Marketing: Whether you decide to promote your event via Facebook or go to the old school by putting travelers all over the city.

Software: If you are not already paying for any kind of event management software, consider including it in your event planning.

A / V: From projectors to Wi-Fi to speakers, this category covers a wide variety of costs.

Miscellaneous: Even the best-planned event will incur some additional costs. Accounting for them in your budget will ensure that you are not caught unlawful.

Even if some of these items do not yet have fixed costs – for example, if you have not yet chosen a location – it is important to keep the maximum expense in mind before making those decisions.

How to increase event registration and cash received as a non-profit, association or club:

4. Set the date

The date for a recurring event may be set in advance, but if it is a new event, be sure to consider the following before completing your date:

event planning guide How to plan An Event setting date
  • Give yourself enough time! Ideally, you should have 4-6 months to plan, if not longer (depending on the nature of your event)
  • Be aware of legal and religious holidays
  • Avoid school holidays (winter, spring and summer holidays)
  • Check out dates with key participants – speakers, presenters, VIP guests, etc.

Once you have set the date (and have already outlined your budget), you can start booking any outside staff (like caterers) immediately.

Event Planning Checklist:

5. Create an event master plan Event planning Guide

Once you have a good idea of ​​all the costs and the time frame associated with your event, it’s time to start the actual planning! Creating your event master plan will allow you to ensure every aspect is on track, as well as making it easier to coordinate with volunteers and event committee members.

The Ultimate Event Planning Guide: How to Plan an Event 2

Your event master plan should cover all aspects of the event, including:

  • Location, logistics and catering management (contracts, permits, insurance, etc.)
  • Speakers and Speakers (Identification, Confirmation, Logistics and Management)
  • Activities and entertainment
  • Publicity and publicity (online and off-line, such as web pages and online publicity; events calendar; printed events; media relations; signage; social media, etc.)
  • Registration (online sign-up, payment and tracking; on-site sign-in etc.)
  • Sponsor and Partner Management
  • Volunteer management and responsibilities

When planning your event, also consider making a detailed timeline, so that everything goes smoothly. Include any permits or insurance policies required to be submitted, when registration ends, and a detailed timeline of time of day.

Although it may be tempting to say, “This is all in my mind!” “I’ll be fine!” And don’t be tensed about writing it all down, be careful: this kind of behavior will make it more difficult for you to assign accountability. It will also be difficult to remember what you have done for the next event – so make your future in your favor and keep everything you have written below.

Finally, if you or your organization has run similar past events, reviewing any documents that exist at this stage can help you make sure that you are not missing anything

6. Book Your Event Venue

The Ultimate Event Planning Guide: How to Plan an Event 3

Once you have the date finished, the key is to book your location as soon as possible. The date and venue of your event should be below before starting the advertisement, so this work has to be completed within the plan period as soon as possible.

(Note that some flexibility around the date can also help you at this level and open up a variety of locations. When choosing a venue for your event, keep a few things in mind)

  • Accessibility: Does the venue have entrances and elevators? Are there all-gender washrooms? Will you have room for interpreters? This and many other factors choose a place in which all participants will feel comfortable.
  • Shape and size: An event for 50 people would require a very different location out of 500. Also, consider whether you need a breakout session or a separate room for such.
  • Parking or valet parking: Is there a parking lot, or is it easy to reach via public transit?
  • Insurance: Will you need to buy separate insurance? What are their liability rules?
  • AV: If your event requires a speaker and microphone, make sure they are easy to install in the available space. The same goes for WiFi access (and cellphone connections!), Or any other technical needs at your event.
  • Cost or Budget How much deposit is a site asking for? Will it cost extra? How much will you get back if you need to cancel (heaven forbid)?

7. Branding Your Event:

The Ultimate Event Planning Guide: How to Plan an Event 4

If you want your event to come to the fore, then you need to choose a time-bound and compelling topic that sets you apart from your competition. This means that you need to come up with a dynamic overall topic and you need to be very careful with the real name as it can be an important focuser, especially in online media.

Brainstorm names: When you are brainstorming on the name of an event, think:

  • How is your event different from other events in your area?
  • What are you expecting from this event?
  • What are the main components of your event?

Create a Tagline: Once you come up with a name, also try to create a tagline – a small, memorable branding slogan that describes the event.

Design a logo: The final step will have a logo that will be created to represent your event. A logo can be an effective branding tool – providing instant recognition of your event across all your promotional and promo items (such as T-shirts, water bottles, bags, and more).

Once you have your name, tagline, and logo, use it in all your marketing collateral so that people unfamiliar with your organization start recognizing your brand – and remember that the event is happening!

8. Identification and establishment of partnerships and sponsorships

How To Find Sponsorship For Your Event

Are there organizations that you can partner with or call upon sponsors to reduce costs and increase potential participation? Also, when you include other people or groups in your event, they have a stake in helping to spread the word and make the event a success – the more merged, the more right?

You may want to consider:

  • Seeking corporate sponsors to fund a portion of the event. This can range from national organizations that want to sponsor dinner, provide a door prize or a major silent auction item to local businesses, which may be able to provide goods or services, such as tables. For flowers, gift bag items, etc. .
  • Partnering with community organizations, who may be able to organize an event or provide a venue and / or support with staff.

If you are looking for businesses to sponsor your event, keep in mind that they are more likely to do so if they can see a clear benefit to them. If you have previously had sponsors who are willing to speak on your behalf, then much better – but if not, be prepared to put together a compelling case for support when you reach out.

Read more: How to find a sponsorship for your event

9. Create An Event Promotional Plan

The Ultimate Event Planning Guide: How to Plan an Event 5

Even with the most amazing speaker or entertainment line-up, you need publicity to get people to the door. Event promotion begins with an initial notice or page on your website, note down in your newsletter or email to save the date, and then online and off-line promotions, media relations and on-and-outreach to encourage registration Includes

Some components you want to include in your plan are:

Finally, no promotional plan is complete without post-thanks, sponsor approval, and articles about the event’s key messages or fundraising success.

For more information about promoting your event, see our event promotion guide.

10. Setting day of processes

The Ultimate Event Planning Guide: How to Plan an Event 6

Once you have prepared everything going on around the event, the next step is to keep an eye on the event’s order and plan your event.

To ensure that you are ready for anything, prepare an agenda that will last you all day from setup to cleaning. Including every detail, no matter how small, will help you feel that you have it all under control!

Here’s a quick example of how something might look like this:

  • 5:00: Drop a silent auction item at the venue 
  • 6:15: AV Setup 
  • 7:00: Early volunteer coordination meeting 
  • 7:30: Attendance begins
  • 8:00: Hors D’ Overs served
  • 8:30: speaker takes 1 stage
  • 8:45: break
  • 9:00: Speaker 2 takes the stage
  • 10:00: Award presented 
  • 10:30: Mingling, silent auction bid ends
  • 11:00: start clearing the table
  • 11:30: bar closed
  • 12:00 event ends; All guests must leave

Identification of what needs to be done can also ensure that there is clear accountability for the incident.

And as a bonus, you can also use its simplified version in any branding content as your public-facing agenda.

Best Free Membership Management Software Products

If you are sick of manually processing event registrations and payments, there is a software that can fully automate the online process for you. This is called membership management software and here is what it can do:

  • Allow easy creation of online registration forms
  • Put a calendar of events on your website
  • Automatically update your website with upcoming events
  • Deposit event payments directly to your account
  • Send automatic invoices and event reminders
  • Event participant interactive data directly in your contact database
  • even more

Not only does membership management software take care of all event organization, it makes it easy to run any type of membership Logistics, as it automates other Management tasks such as contact, website, finance and email communication.

Click Here For best free Membership event management software

Bonus: Post-event review

The Ultimate Event Planning Guide: How to Plan an Event 7

Congratulations: You survived your event!

But wait a second. It is not high enough.

Before collapsing on the couch for a well-deserved nap, assess your event to see what went well, and what you can do better each time.

How will you determine if your event is successful? Do you measure success by the number of registrants or attendees, or is it up to you whether you are breaking or increasing the target amount in donations?

When you set your initial event goals and objectives, you should also apraise how you will analyse the event to determine your success. If you are using a subscription management software package, such as Wild Epicote, you can easily track registration numbers and fees.

But if your event involves tracking, for example, a silent auction, then you will need to perform certain procedures to identify items such as post-event surveys and the offerings of funds raised at the event.

By the same token, if the purpose of your event is to raise awareness, then you have to collect benchmarks and data based on your initial goals on online social media activity and mentions as well as offline promotion.

Once you get your affiliate survey back and talk to your employees, there are some questions to ask yourself:

  • How did we perform against the forecast? This can be your participant number forecast, your budget or any other event you have predicted. If you ended up on target, great! But if not, review what you can do better next time.
  • What was the interactive response? Some one-off comments can be written off, but if there are some points that come up many times whether positive or negative, they are worth keeping.
  • How did our team perform? You can use your event as a great feedback generator for everyone who helped you – as well as mark volunteers for future special tasks.
  • How was our marketing? Which activities provide the highest ROI? Whether it’s creating an event on Facebook or talking to the local press, determining who performed the best will help you decide which route you need to take next time.

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