Event Planning Process

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.
Related: How To Make a Budget Plan in 6 Steps

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.
Read more: How To Write a Marketing Plan: A Step-by-Step Guide (With Examples)

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

Budgeting and Financial management for sports event

Identify your goals and objectives

Estimate your income sources
Calculate your expenses
Create your budget spreadsheet
Monitor and adjust your budget
Be the first to add your personal experience
Evaluate your budget performance
Be the first to add your personal experience

Identify your goals and objectives

Before you start crunching numbers, you need to have a clear vision of what you want to
achieve with your sports event. What are your main goals and objectives? Who is your target
audience? How will you measure your success? These questions will help you define the
scope and scale of your event, as well as the resources and strategies you will need to
implement it.

Estimate your income sources

The next step is to estimate how much money you can expect to generate from your sports
event. This includes all the possible income sources, such as ticket sales, sponsorships,
donations, merchandise, concessions, and media rights. You can use historical data, market
research, and industry benchmarks to make realistic projections based on your event type,
size, location, and audience.

Calculate your expenses

Once you have an idea of how much money you can make, you need to calculate how much
money you will spend. This includes all the costs associated with planning, producing, and
running your sports event, such as venue rental, equipment, staff, security, marketing,
insurance, taxes, and contingency. You can use quotes, invoices, and contracts from your
vendors and suppliers to estimate your expenses accurately.

Create your budget spreadsheet

Creating a budget spreadsheet is a great way to organize and track your financial data in a
clear and consistent format. You can use Excel, Google Sheets, or an online template to
create your budget spreadsheet. This spreadsheet should include a summary sheet with total
income, total expenses, and net profit or loss; an income sheet with all income sources and
amounts; an expense sheet with categorized expenses and amounts; a cash flow sheet that
displays when your income and expenses occur and their effect on your balance; and a
variance sheet that compares actual and projected income/expenses, displaying any
differences.

Monitor and adjust your budget

Creating your budget spreadsheet is not the end of the process. You need to monitor and
adjust your budget regularly as your sports event progresses. This means updating your
spreadsheet with the actual income and expenses that occur, reviewing your variance sheet to
identify any gaps or discrepancies, and making changes to your income or expense
projections as needed. You also need to communicate your budget status and issues to your
stakeholders, such as sponsors, partners, staff, and volunteers.
Evaluate your budget performance
After your sports event is over, you need to evaluate your budget performance and learn from
it. This means analyzing your final income and expense statements, calculating your return
on investment, and assessing how well you met your goals and objectives. You also need to
gather feedback from your stakeholders, such as surveys, testimonials, and reviews, and
identify what worked well and what can be improved for your next sports event.

Creating event timelines and task list

Determine your event goals and scope

Create a master list of tasks
Estimate the duration and deadline of each task
Build your event timeline
Review and adjust your event timeline
Follow your event timeline

Determine your event goals and scope

Before you start creating your event timeline, you need to have a clear vision of what you
want to achieve and how you will measure your success. Define your event goals, objectives,
key performance indicators, and budget. Also, consider the scope of your event, such as the
size, location, format, theme, and audience. These factors will influence how much time and
resources you need to plan and execute your event.

Create a master list of tasks

Next, you need to identify all the tasks that are involved in planning and running your event.
These may include securing a venue, hiring vendors, designing invitations, promoting the
event, managing registrations, preparing materials, setting up equipment, and so on. You can
use an event planning checklist or template to help you brainstorm and organize your tasks.
You can also categorize them by priority, responsibility, and dependency.

Estimate the duration and deadline of each task

Now that you have a list of tasks, you need to estimate how long each task will take and when
it needs to be completed. You can use your past experience, industry standards, or best
practices to make realistic estimates. You can also consult with your team members, vendors,
or stakeholders to get their input. Be sure to factor in some buffer time for unexpected delays
or changes. You can use a calendar or a spreadsheet to record your estimates and deadlines.

Build your event timeline

The next step is to turn your list of tasks, durations, and deadlines into a visual representation
of your event timeline. You can use a tool like a Gantt chart, a timeline maker, or a project
management software to create your event timeline. A good event timeline should show the
start and end dates of each task, the dependencies between tasks, the milestones and
deliverables, and the responsible parties. You can also color-code your tasks by category,
priority, or status.

Review and adjust your event timeline

Once you have created your event timeline, you need to review it and make sure it is feasible,
realistic, and aligned with your event goals and scope. You can also share it with your team
members, vendors, or stakeholders and get their feedback. You may need to adjust your event
timeline based on their suggestions, availability, or preferences. You should also update your
event timeline regularly as you complete tasks, encounter issues, or make changes.

Follow your event timeline

The final step is to follow your event timeline and use it as a guide for your event planning
process. You should monitor your progress, track your performance, and communicate with
your team members, vendors, or stakeholders regularly. You should also review your event
timeline before, during, and after your event and evaluate how well you met your deadlines,
milestones, and goals. You can use your event timeline to celebrate your achievements,
identify areas for improvement, and learn from your experience.