Event Planning

02 Feb Event Planning

Think about the best event you have attended. Chances are there was a definite WOW factor. Behind all the glitz and glamour that event planning brings, there is always a ton of work to be done.

Event planning success is all in the detail. To make it simple and hassle free, we’ve outlined some of the basic steps you’ll need to follow when developing an event:

1. Outline the goal and objective of your event – why are you organising this event and what do you hope to achieve? Be clear on your vision!
2. Establish a budget – this should incorporate estimates for all the key items on your event plan. Don’t forget to include any travel or speaker costs, audio and miscellaneous expenses.
3. Organise a team – any event takes a concerted team effort to handle all of the details. Consider identifying one key event manager as well as individuals who are going to support you, such as: venue manager/liaison, speakers, entertainment, publicity, sponsors, catering etc.
4. Choose a venue – take into consideration your anticipated guest numbers plus staff, as well as necessary areas for drinks/networking and entertainment. Visit the venue to ensure the floor plan works with your vision before making a commitment.
5. Set a date – this might be fairly straight forward but be sure to consider the following before firming up your date:
   • Give yourself enough time. Ideally, you should have 4 – 6 months to plan (depending on the nature of your event)
   • Be aware of other events and important dates that might conflict with your event
   • Avoid school holiday time periods
   • Check dates with key participants e.g. speakers, presenters, VIP guests, attendees and media.
6. Theme your event – if you want to stand out, you need to choose a timely and compelling theme that entices your audience to attend.
   • Brainstorm – what will set your event apart from other events in your sector? What you are hoping to covey through this event and what is the ‘hook’ (i.e. celebrity/ special guest, location, information, gifts?).
7. Create a run sheet – this document should encompass all aspects of the event, including:
   • Venue, logistics and catering management
   • Speakers/presenters (preferred titles, contact details)
   • Activities/entertainment
   • Timings (what time are guests arriving, when should food be served etc).
8. Have an administrative process – this will help to keep track of your planning, registration, budget, guests and speakers.
9. Create a publicity plan – even with the most amazing speakers and guests, you need publicity to create buzz around your event. Event promotion starts with your website, content in your newsletter communication or an event ‘save the date’ notice; and builds to include online and off-line publicity, media relations and ongoing outreach to encourage registration. No event is complete without articles about the event’s key messages, speakers and special guests.
10. Determine an evaluation process –how will you measure the event’s success? Is it the number of attendees, or achieving a target amount in donations? If the objective of your event is to raise awareness, you will need to benchmark and gather data on tangible activities such as posts in online and social media and coverage in traditional media.