How To Plan an Event: A Beginner’s Guide

An event plan helps to strategize, coordinate and execute an event. Planning includes several steps which address parameters such as the timeline of events, budget, suitable dates, venue, marketing, guests and more. In planning an event, the main goal is to maximize an event’s success. The fundamental challenges of an event plan remain the same despite the varying magnitudes and extent of an event. We all have some extent of knowledge in planning a small-scale event. This article will guide you to plan events of all scopes from corporate event plans to wed event plans.

Choosing an event’s goal

The first stage in event planning is determining the event’s goal. Companies can host corporate/recreational events for a variety of goals, including boosting sales, marketing a product, raising brand awareness, or a combination of these. Make sure you establish measurable goals, such as the anticipated turnout, the anticipated financial impact, and the projected level of social media involvement. Once your objectives are clear, you may submit objectives to senior executives and discuss them to expand the event’s coverage.

Pick a date

Picking a schedule for the event may seem simple, but extensive planning is required. You might need to consider the logistics if you are planning the event in an off-site venue. Similarly, verify the availability of all chief guests and attendees before deciding on a date. When recommending dates to the team, be flexible and make a decision as a group based on everyone’s input.

Set a budget

The next crucial stage in event planning is creating a budget. If you are planning an event for the first-time check with top executives or the financial manager to find out the maximum acceptable funds allocated for such events. After estimation, the budgets can be broken down into total cost into separate expenses for things like the venue, refreshments, entertainment, décor, staff, marketing, software, A/V and miscellaneous. Save track of all expenses and payments while planning the event, and keep all bills and receipts.

Employ and train employees

Event planning requires capable employees with definite roles involving aiding the planners, setting and adjourning the event required for a smooth and functional running of the event without any hassles. Employees need proper recruitment plan and training for them to enhance their ability to think on their feet as event planning often requires sharp mind with good conversation skills.

Book a venue

Once the date and team are finalized, the venue can be decided in accordance to the allocated budget. Booking avenue is one of the most crucial steps in planning an event since it is an expensive ordeal. The venue also portrays the theme of the event. Certain things that need to be taken into account before booking a venue are accessibility, size of the event, availability of parking and A/V that included speakers and microphones required in a successful event.

Brand your event

The event’s marketing materials can be created once crucial details, such as the date, location, and speakers, have been confirmed. If at all possible, develop a distinctive website to advertise the event, and look for distinctive ways to advertise it on social media websites. Engage professional designers to produce eye-catching booklets, trademarks, products, and other marketing content. Make sure the event’s colours, theme, name, and decor are all cohesive. Create marketing tools that are required and include all pertinent event information.

Set timeline of events

An event with multiple sessions needs to have a definite schedule known to all guests and attendees. Allocation of sufficient time between the sessions and accommodation of participants to ensure their attendance. Due to unforeseen circumstances, if there is a change in the event timeline it is the duty of event planners to update their websites, marketing pamphlets and brochures to reflect the same.

Support of technical assistance

Event planning might be difficult, without any technical assistance. Even a small gathering with a handful of attendees might need a projector, speakers, internet connection, and computer equipment. Test each item of equipment ahead of time to make sure there are no kinks in its operation. Ideally, you can accomplish this a day or two ahead of the event. Make sure ahead that all the equipment functions as intended.

Promote event activities

Create a promotional campaign to highlight the events’ activities both during and after they have concluded. Team members can use specific hashtags to live topromote the event in addition to live to broadcast. Encourage visitors and exhibitors to post about their interactions on social media. Engage journalists and broadcasters to document the entire event and then distribute the recordings on various platforms after it has concluded. Additionally, you can request that guests submit quick video messages to express their thoughts and experiences.