Putting together an event is a difficult endeavor. However, there are ten crucial steps of event planning that you should remember in order for everything to go smoothly.
The question is, why are you organizing an event? Answer this and follow this blog to achieve your goal.
How to plan an event?
Let’s begin with the steps to get started with event planning.
Define the goal and format of the project
Although it may appear self-evident, it is worthwhile to take a critical approach to this subject. Formulate your objective as precisely as possible: do you wish to impart information to participants, show thanks to partners, collect funding for a project, or provide aesthetic pleasure to visitors? The format of the event will be determined by the response: idea, time, and duration, team role allocation, venue layout, food, and sound.
Don’t get too caught up in the old ways of doing things.
Pay close attention to the planning process, a critical component to steps of event planning
The logistics, content, and event marketing should all be included in the strategy. Create a document that is accessible to the whole team and allows each member to view the work of the others as well as the overall picture. Make a list of the essential tasks first, and then fill them out as much as possible in the form of individual stages to be done. It is critical to include a timeline in the plan: the amount of time necessary to complete a task. It is frequently undervalued, and preparation takes longer than anticipated.
For planning, you may utilize Google templates as well as programs like Asana, Trello, Podio, GanttPro, and Teamweek. Excel, even the most basic version, will not fail you down.
Another important initiative out of the steps of event planning. Develop event goals and objectives beforehand. Sell Event Tickets at an online ticket managing platform.
Plan your budget to cater to unforeseen circumstances
Examine the to-do list and include it in your budget. It’s also a good idea to consider having a reserve in case of unforeseen circumstances. For example, there was a time when it rained on the day of an open-air event where I worked. We needed to relocate right away and transfer all of the equipment and furniture. It is preferable to plan ahead of time and be financially prepared for such events. Another essential pointer out of the various steps of event planning.
Steps of event planning? It’s all in the details
If you want to surprise your guests, consider every detail: how they register, who will meet them and how, what music will be played, do you have an appealing picture spot, how do your presentations appear and how is your team dressed, and what to do during breaks.
Participants could be provided the opportunity to attend a quick master class, play games, or view an informative film upon registration, for example.
Surprise people and generate a wow impact by exceeding their expectations in even the most mundane situations. This is precisely what gives an event its atmosphere.
Double-check the location and prepare a backup plan
As early as the selection stage, inspect the place in person. It might turn out that the air conditioning in the hall isn’t working correctly, that there are no handicapped restrooms, or that the equipment won’t fit through the entrance at the most inconvenient time. As a result, double-check such concerns ahead of time. Various steps of event planning, but nothing beats a backup plan.
Assign roles and duties
Not only during the steps of event planning but also during the event, it is critical to allocate work among team members. Assign responsibilities to each zone. For example, someone is in charge of the registration area, while another is in charge of greeting the speakers, and still, another is in charge of the equipment, food, and press communication. Every person should have his or her own zone, which he or she should be in charge of for the length of the event.
Give each team member a paper outlining their responsibilities so that everyone knows who to contact if there is a problem.
Inform your audience about the next event
Do not underestimate the amount of time it takes to promote an event successfully. Your marketing strategy is determined by the sort of event, its target audience, internal resources, and budget. When selecting media partners, look for those who can help you reach your target audience. It’s preferable to have a small number of focused partners rather than telling everyone about the event.
It’s also crucial to develop a single essential message that will be conveyed across all platforms. Make sure it’s succinct and correctly expresses the event’s concept to your audience.
Pay close attention to customer service
Participants, lecturers, and partners should all be treated with respect. Even if you’re weary and things don’t go as planned, try to answer their difficulties or queries and satisfy their expectations. People remember how they were treated and the mood, not what the speaker said on stage, at the end of the day. The make or break of steps of event planning. Don’t miss out.
Conduct a last inspection 24 hours before the event
Make sure everyone knows how to get to the event, that you’ve invited all of the relevant people, and that you’ve prepared the printed materials, audio, and video content. Examine if everyone is aware of their roles and duties, as well as whether the space is ready. You can make a checklist for this purpose. On the day of the event, a similar checklist may be created to ensure that everything is in place, operating, and being completed on time.
Make sure you print the event program and provide a copy to each team member and volunteer.
Seek feedback, steps of event planning are incomplete without this
After the event, you’ll probably be wary and joyful, but it’ll be tough for you to offer an impartial appraisal of how everything went. As a result, at the end of the event, have attendees fill out a paper evaluation form or an online form when they go home. Request that they evaluate several areas of the event, including logistics, speakers, venues, and the organizers’ efforts. This knowledge will aid you in avoiding future blunders and improving the quality of your events. If at all feasible, solicit comments via social media or film video reviews at the conclusion of an event. This will be useful if your event is repeated.