Why is it important to plan an event?

It's important to plan an event because events typically require multiple elements,
employees and services that require prior reservation, communication and payment.
Event planning often ensures that the event occurs according to the organizer's and
client's vision and that guests enjoy their time.

Here's a list of additional benefits of planning an event:

Coordination: This means all services, such as catering and music, work concurrently
and perform as they're required.

Safety: This means that guests safely arrive, have a good time and leave. Security
officers often maintain the order of the event and the good behavior of guests.

Goals: This means the event matches the client's goals for the purpose, decoration,
enjoyment and organization of the event.

Here's a list of 10 steps that may help you plan an event:

1. Organize your objectives

The first step in planning any event is organizing your goals and objectives for the
occasion. This usually comprises identifying the purpose of the event and objectives
that may help you achieve that goal. For example, your event could be a fundraiser
for a specific organization, a product launch or a brand awareness affair. The event's
objectives usually apply to attendee responses and involvement with the event. This
could include increasing a brand's social media following, increasing sales for a
product or earning more funds than a previous fundraiser.

Another part of organizing goals and objectives is determining key points about the
event. These may also help you achieve your event goals. For example, think about
how many attendees you expect at this event.

Here's a list of other considerations:

The event date and the amount of preparation time you possess
The location and demographics of attendees, such as their age
The event's location or a list of possible locations
The type of event and how long it could last, such as one to three days

2. Establish a budget
Budgets typically help organizers determine how much funding each element of the
event receives. They may also help the team determine realistic parameters for event
expenses and limit surprises the planning team receives, such as unexpected
expenses. When creating your budget, consider leaving room for variation or
adjustments as time progresses. Make sure you adhere to the budget as much as
possible so you may stay within it.

Here's a list of things you may budget for during the planning process:
Event venue
Food and drink
Entertainment
Decorations
Staff
Marketing
Event management software
Insurance
Travel
Extra supplies
Sponsors
Miscellaneous expenses

You may also benefit from creating a spreadsheet to help you organize expenses.
Some people find that adding fields to the spreadsheet, such as estimated costs,
actual costs, vendors and descriptions of the items, may help with organization
efforts. You may also benefit from sharing this spreadsheet with other members of
the team for accountability and educational purposes.

3. Build an event team

Large events typically require more than one person to manage planning and
execution duties, but smaller events may benefit from only one or two organizers.
Assigning tasks to multiple designated organizers often helps the planning process
proceed quickly and also helps maintain accountability among members. You may
consider assigning a project manager or committee chair as the leader of the event
team so they can assist with leadership and answering questions or concerns.

Here's a list of areas or divisions that may require team member assignment:
Venue management
Entertainment
Catering
Speakers and audiovisual systems
Publicity
Volunteer management
Sponsors
Scheduling
Creative design
Registration

4. Select a venue and date

Selecting a venue and date are some of the two most important parts of event
planning because these aspects often determine other parts of the event, such as
decorations and capacity. Consider looking for event venues early in the process
because many venues may only be available during certain seasons or occasions.
Large venues may have minimal booking availability during the beginning of the year
and during the Fall because many sales conferences occur during these times. When
choosing a venue, you may also consider the cost and travel time for potential
attendees.
Ask venue owners or representatives many questions so you may know about the
venue's limitations and rules. Here's a list of potential questions you may ask these
associates:
What type of facilities does the venue have?
What type of on-site staff can the venue provide?
What is the venue's security policy?
How many restrooms does the venue contain?
What are the safety protocols in case of emergencies?
Does the venue contain accessible entrances and restrooms?
What is the venue's capacity?
What kind of parking does the venue offer?
Does the venue provide insurance?
What kind of audiovisual capabilities does the venue have?
What supplies does the venue offer?

5. Choose event management software

Event management software typically helps organizers with promotion, registration,
organization and digital signage before and during the event. Some technology may
help organizers before the event, such as registration and ticket software. Consider
researching different platforms and applications that may help you with these
elements.

Here's a list of potential aspects that may require event management software:
Project management technology
Live streaming and recording
Engagement, such as social media
Attendee management
Marketing and promotion
Event website
Virtual and hybrid event solutions

6. Establish vendors, sponsors and partners

Vendors typically provide some key elements that help guests enjoy their time, such
as food, entertainment, transportation, tables and chairs and security. Some venues
may offer some vendors, such as caterers, so make sure you ask your venue's
representative before organizing some of your vendors and other partners. Consider
consulting a temping agency to find staff for the event, or you may find volunteers.
You may also search for security to maintain the overall order of the event.
Sponsors and partners may assist you with promoting, funding, organizing or staffing
the event. It's important to research organizations before choosing them as sponsors
or partners so you may ensure their legitimacy and ability to help the event.
Corporate sponsors may fund portions of the event, such as food, while local
organizations, such as local businesses, might donate supplies in exchange for free
marketing.

7. Plan the program and entertainment

An event's program and entertainment often influence the general attendance of the
occasion. The first step in organizing the program is determining the main attraction
of the event. Before choosing this, consider your audience's expectations and what
they might enjoy. Think about the type of event and what type of program may
benefit the audience and the space you possess within the venue. For example, the
venue may be spacious enough for multiple workshops or speakers.
If you want to invite notable speakers and special guests, consider searching for
them through social media, professional websites and industry publications. You may
also begin networking, surveying the local community or reviewing past events
you've attended. Consider planning the program and entertainment early so you may
reorganize in case of schedule shifts before the actual event.

8. Brand and market the event

A specific theme or brand may attract attention to the event. For example, try
creating a logo, color palette and general style for elements of the event, such as the
name, tagline and visual identity. This includes graphics, tone, messaging and
promotional materials. You may also benefit from connecting the theme to the
general goals you created at the beginning of the planning stage.

Next, create a marketing plan for the event. Use multiple channels, such as social
media, television, radio, emails, advertisements, posters and content marketing.
Consider creating a timeline for engaging different channels or the frequency in
which you use them. You may also consider using the channels that your target
audience primarily uses.

9. Determine an event day schedule

You can determine a schedule for the day of the event so vendors, staff, volunteers
and guests may arrive at a specific time. Create an agenda that covers the entire
day, including initial setup, dining schedules, entertainment time slots and
disassembly for the event after guests leave. You may also consider assigning event
planning team members to specific time slots and providing details about their duties
and requirements. This may help maintain accountability throughout the entire event.

Some additional steps you may follow on the day of the event may include:
Remind guests of the event
Check the layout and setup of the venue before guests arrive
Contact vendors, sponsors, partners and media attendees
Create a specific area for event staff
Check with the event planning team throughout the day
Check all electronic equipment
Prepare emergency supplies, such as first aid kits

10. Create success metrics

Event planners typically measure the success of their events by creating and using
specific metrics. Think of ways you may easily measure the performance or reception
of different elements of the event. For example, you may analyze data such as ticket
sales, product sales, pre-orders and social media follows after the event.

You may also view social media posts and engagement, send surveys to attendees
and consult event speakers or partners. Talk to the event planning team and
determine ways in which the event succeeded and ways in which you may improve
future events. Consider comparing your data to the goals you created at the
beginning of the planning process.

Tips for event planning

Consider this list of tips when planning or organizing your own event:
Start planning the event early. Large events typically require a few months of
planning, so starting the planning process early may ensure that the team has plenty
of time to organize the event.
Remain flexible in your decisions. Some plans may require alteration due to
unforeseen circumstances like weather, scheduling issues or sickness. Remaining
flexible can ensure the planning team may make adjustments easily throughout the
planning process.
Create a shared event plan document. Creating an accessible central plan with all
required contact information and details may ensure that all team members remain
aware and prepared for any changes or updates for activities, supplies or other
event-related elements.
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