10 Steps to Do When Planning an Event

Planning an event is not an easy task. It is challenging, time consuming and labor-intensive. But if you have a detailed plan, everything will be on its right place. In this article, we’ll tell you how to plan an event.

  1. Determine Goal and Objectives
    The first thing you should do is set up a tangible purpose and goal. (e.g., why did you decide to organize such event and what do you want to achieve?)2. Organize a Team
    To become a successful, it should have a concerted team effort to deal with all of the details. Consider identifying one Event Chair or Manager. You can also assign a team leader for the following subcommittees: speakers invitation, venue management, entertainment, volunteer management, publicity, limousine bus transportation for the guests, and sponsorship.

    3. Set a Date
    The date might already be pre-set if the event is a reoccurring one, however if this is a new event, be sure to reflect and consider the best date where you can most likely get more people to join. Give yourself sufficient time! Ideally, you should have 4-6 months to design the event.

    4. Brand Your Event
    Do you want your event to stand out, you need to pick out a timely and encouraging brand that makes you stand out from your competition. The brand should have a  dynamic overall theme with a unique tag line, specifically if you market it on social media.

    5. Create a Master Plan
    This plan need to encompass all components of the event, including:

Activities/entertainment
Venue, catering and logistics
Speakers/presenters
Sponsor/partner management
Volunteer management
Promotion (traditional promotion or social media promotion)
Registration (on-site registration or online)

6. Determine Administrative Processes
In other words, how are you going to keep tune of your planning, budget, registration, visitor and audio system and many more? There should be someone who can oversee all the processes.

7. Establish Partners & Sponsors
Are there businesses that you ought to partner with or call on to pay or sponsor the expenses and expand the workable participation? When you get people or businesses involved in your event, they will also get to promote the event.

8. Create a Publicity Plan
Even if you have the most interesting speaker, you still need publicity so more people will join. Event advertising starts with initial notice like a note in your website, newsletter, electronic mail and other forms of advertising. Then the promotion builds up to social media advertising and off-line publicity to motivate people to join and register.

  1. Establish a Budget
    Your price range should include estimates for all of the key items recognized on your Event Master Plan. Don’t overlook to encompass any travel budgets or lodging fees for the presenters and speakers.10. Determine Evaluation Process
    How can you tell if the event you put up is a success? Do you measure its success by the number of your attendees or is it dependent on you elevating a goal amount in donations?

    Once you set your preliminary objectives and goals, you must also think about how you will consider how successful you want it to be.

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