EVENT PLANNING

AND
STRATEGY
 CONTENTS
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Steps for Event Planning
1.Develop your Event Goals and objectives

Figure out what happens if you meet, exceed, or

miss your goal! At what point do you wrap up shop?
At what point do you get to do something more
exciting next time? Understanding where you’re
going will only help you get there faster.

GOAL  Why am I organizing this event?

 What do I hope to achieve?
 Who is this event for?
 What are my metrics of success? ce.
2.Organize Your Team

Assigning individual roles to team members creates

a system of accountability and prevents tasks from
falling to the wayside.

TEAM Plus, it’ll allow you to delegate—but don’t forget

to account for committee meetings in your event
plan timing!
3. Recruit & Train Volunteers

The process of finding individuals willing to

volunteer their time to help with an event, and then
providing them with the necessary skills and
knowledge through training, so they can effectively
perform their assigned roles during the event.

R&T To make sure you have the volunteers you need,

include volunteer recruitment early in your event
management plan.
4. Establish Your Budget

To create a detailed financial plan outlining all

projected expenses and income sources for an
event.
Some of the critical expenses you need to include in
your budget for running an event are:

BUDGET Venue, Food and drink, Entertainment, Décor,

Staff, Marketing, Software, Hybrid and virtual
PLAN conference costs, A/V,Miscellaneous.
5. Set the Date

Choosing the specific day and time for an event to

take place. The date might already be pre-set for a
recurring event, but if you’re planning an event
that’s new, there are some things to keep in mind.
Be sure to consider the following before firming up your
date:

01 02 03 04
Give yourself enough
Avoid school holiday Check dates with key
time! Ideally, you
Be aware of
time periods (winter, participants –
should have 4-6
statutory and
spring and summer speakers,
months to plan, if
religious holidays.
holidays). presenters, VIP
not more (depending
guests, etc.
on the event).
6. Create an Event Master Plan

A comprehensive document that outlines every

aspect of an event, including goals, budget,
timeline, venue details, logistics, catering,
marketing strategies, contingency plans, and all
necessary tasks to execute a successful event.

Creating an event master plan will allow you to

ensure every aspect remains on track, as well as
making it easier to coordinate with volunteers
and event committee members.
Your event master plan should
encompass all aspects of the event, including:

01 02 03 04
Venue, logistics & Speakers and
Creating a conference Activities and
catering presenters
agenda and schedule. entertainment.
management (identifying,
(contracts, permits, confirming, logistics
insurance, etc.). & management).
Your event master plan should
encompass all aspects of the event, including:

05 06 07 08
Publicity and Registration (online
Sponsor and partner Volunteer
promotion (email sign-up, payment
management. management and
campaigns, events and tracking, QR
responsibilities.
calendars, printed code check-in, etc.).
programs, media
relations, signage,
social media, etc.).
7. Choose Your Event Software

Refes to the process of selecting a specific

software platform designed to help organizers
plan, manage, and execute their events.

Types of event software that can be worthwhile

having include: Registration ,Ticketing, Event
website, In person and virtual attendee
engagement solutions, Lead tracking tools,
Virtual event solutions, Hybrid event solutions,
8. Book Your Venue

 Once you have the date nailed down, it’s key

to book your venue as soon as possible.
 Your event has to have a date and location
nailed down before you can begin advertising,
so this task is priority number one in your
event
When master
picking a plan.
venue, consider these event
planning guidelines: Accessibility, Size,
Parking, Insurance, A/V.,
Costs.
9. Brand Your Event

Means to create a distinct and recognizable

identity for your event, using elements like a
unique logo, color palette, messaging, and
overall aesthetic, to make it stand out from
other events and leave a lasting impression on
attendees.
10. Confirm Speakers & Special Guests

Refers to the process of securing and

finalizing the participation of keynote speakers,
panelists, or any other notable individuals
(considered "special guests") who will be
presenting or attending an event, ensuring their
availability and commitment to be part of the
program before the event date
11. Identify and Establish Partnerships & Sponsors

 Partnerships and sponsors can help defray

your costs and increase potential
participation.
 When you involve other people or groups in
your event, they have a stake in helping
spread the word and making the event a
success—the more the merrier, right?
When you set up an event with business
collaborators, consider: Seeking corporate
sponsors, partnering with community
organizations.
12. Promote Your Event With A Strong Marketing
Plan

Even with the most amazing speaker or

entertainment line-up, you need a promotional
plan to get people in the door.

Make sure you have the three major functions of

event promotion covered in your event master
plan: Marketing, Advertising, and Media
Relations and Publicity.
13. Determine Day-Of Processes

• The last thing you need to put together is a

full-day agenda for your event.
• This event or conference agenda should walk
through the whole day from setup to cleanup.
Include every detail, no matter how small,
and you’ll have it all under control!
Okay—
almost
ready to
go!
Here’s a quick example of what something like this
might look like:
•5:00: Drop off silent auction items at the venue
(Diana)
•6:15: AV setup (Terry, Diana)
•7:00: Have quick volunteer coordination meeting
(Terry + volunteers)
•7:30: Attendees begin arriving
•8:00: Hors d’oeuvres served
•8:30: Speaker 1 takes the stage
•8:45: Break
•9:00: Speaker 2 takes the stage
•10:00: Awards presented (Diana)
•10:30: Mingling, silent auction bidding finishes
•11:00: Start clearing tables