Events big and small help to build community, raise awareness, money, levels of motivation. Whether it’s for 70 people or 700, planning events require research, patience, and collaboration to be a success.
In this beginner’s guide, we discuss how to plan events and make them a success at any size.
How to Plan Events
The success of your event relies on how much planning goes into it and how well that plan is executed. Goal setting and budgeting in the beginning, will set the tone for the ease of the rest of the process. It will also establish essential boundaries to function within.
Here are 5 steps to planning a successful event:
1. Identify the Goal and Objective of the Event
The first step is to identify what you want to accomplish for the event. If it is to inspire employees or generate new business, you want to be able to identify if the event was successful. Make a list of quantitative and qualitative goals. For example, you may want to sell 100 units of product or have 70 people attend the event. Qualitative goals may be to raise awareness for a cause or to recognize employees or members of the community.
2. Gather a Team
Your team includes people within your organization as well as event staff and venue management. The size of your event will determine the size of your team. Having a team helps to separate the duties required to make the event a success. Establish who will be in charge of the overall event, the entertainment, the food, the venue, etc.
Team members to consider:
- Accountant/Treasurer
- Entertainment- Music and speakers
- Catering/food manager
- Event staff
- Venue management
- Volunteers
- Publicity managers
3. Establish a Time Frame and Budget
One of the most important parts of event planning is to establish a budget. The time frame you function in may also influence how much your organization has to contribute toward the event. For example, if the event is short notice or during the peak event season, finding a venue will be far more expensive than a well-thought-out event in the off-season. Leave room in the budget for unforeseen challenges.
Consider these areas when calculating your budget:
- Venue
- Food and beverages
- Entertainment
- Travel and lodging for speakers or special guests
- Event staff
- Event tech
- Decorations
- Marketing
- Miscellaneous expenses
4. Create an Event Master Plan
Your master plan is all the information pertaining to the event organized in one place. It outlines your contracts and important dates with the venue, vendors, and entertainers. It also details the responsibilities of each member of your team.
Include these items and any other pertinent information in your master plan:
- Contracts
- Payment schedule
- Responsibilities of team members
- Responsibilities of staff
- Responsibilities of volunteers
- Event sequence
- Event layout
- Ticket prices, location details, list of attendees
- Important dates
- Day-of responsibilities
- Promotional activities
- Sponsors or partnerships
5. Brand and Promote
Branding your event will make it stick in the minds of prospective attendees. It will also help you to establish a central theme to base every decision around. Brainstorm a catchy title and tagline, and choose an appealing logo and colour scheme around your central theme.
Partner with local businesses, volunteers and sponsors to promote your event and spread the word. Partnering with corporate sponsors or local businesses in the community can lower your overall event cost and help you add more value for the attendees. Many use a step and repeat banner stand to promote their business and that of their major sponsors during photo opts at the event and for publicity.
Develop a strategy for publicity. Research where your target audience spends their attention and devise a plan to get in front of them.
Popular places to promote an event are:
- Email campaigns
- Printed materials
- Social media
- Press
- Sponsors and partnerships
- On your website
Make it a Night to Remember
Planning an event can be stressful and though there are software and books on how to plan events, no two events are just alike. Make your night successful by establishing a goal and budget at the outset. Do preliminary research to determine if there is enough interest around the event. Organize a team and divide responsibilities to make large events more digestible.
Finally, promote, promote, promote to generate a good turnout.