Ultimate Event Planning Guide: Get To Know Everything With Help Of These 7 Tips
Over the years, we’ve witnessed a number of different groups’ events. And, while we can’t list all of the elements you’ll need to consider (it often depends on the type of event! ), we can give you a good start. We’ve compiled a list of best practices for you to consider.
We’ll walk you through 13 crucial steps for arranging your event in this blog post:
- Create a goal and objectives for your event.
- Organize Your Workforce
- Volunteers to be Recruited and Trained
- Make a Financial Plan
- Choose a date.
- Make a master event plan.
- Selecting Event Management Software
- Make a Reservation for Your Event
- Your Event Should Be Branded
- Speakers and special guests should be confirmed.
- Identify and form partnerships with sponsors.
- Make a marketing strategy.
- Determine the processes that will be used on the day of the event
- We’ll also talk about:
- Points to remember on the day of the event
How to perform a post-event evaluation
Perspectives from seasoned event professionals.
In addition, to ensure that nothing slips between the cracks, we’ve created a free, simple-to-use checklist for your event preparation. We’ve got you covered if you’re hosting a virtual events company Manchester. Here’s a link to our virtual event checklist, which you may download.
We hope you find this information helpful. Here’s all you need to know about preparing your event, without further ado.
What is the definition of an event plan?
An event plan is a blueprint for all of your event’s elements.
These features are aligned with SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals and objectives, as well as a schedule. Working backwards from your event date (a workback timetable!) is a good way to figure out your timeline.
Your event plan can help you stay on track and serve as a compass while you prepare for the big day. A good plan contains the same important components, regardless of the scale of your event, which we’ll go over in the next part.
What Are the Most Important Aspects of an Event Plan?
Your event plan serves as the foundation for the rest of your event, so make sure it covers all of the essentials.
The following items should be included in your event plan:
- Goals & Objectives of the Event
- Individual Responsibilities and Roles
- Volunteer Training and Volunteers
- When is the event?
- Master Plan for the Event
- The Venue of the Event
- Event Management Software
- Branding for an Event
- Special Guests and Speakers
- Sponsorships and Partnerships
- Plan for promotion, advertising, marketing, and public relations
- Processes that take place on the day of the event
- Information about the vendor
While this may appear to be an overwhelming list, we’ve broken down each piece and everything you need to know to get started in a step-by-step format.
Here are our 13 steps to building a comprehensive event plan, without further ado.
1. Create a goal and objectives for your event.
Establishing concrete goals and objectives is the first stage in preparing your event.
Begin by asking yourself why you’re hosting this event and what you aim to accomplish.
You can ensure that every aspect of your event is maximized for success if you know your organization’s major goals before you start preparing.
Are you attempting to generate awareness for a cause or collecting a set number of funds for your next project? Do you want to invite 50 people or 500?
Setting a goal with measurable success metrics will make it easier for your team to make sure you meet it.
Figure out what will happen if you meet, surpass, or miss your target. When do you call it a day and call it a night? When will you be able to do something more thrilling the next time? It will only help you get there faster if you know where you’re heading.
“Creating a list of concrete and intangible event goals will help you better understand your event management requirements. You can set a target of attracting 500 people to the event, selling 100 things, or raising $1 million for charity. Your intangible aims, such as creating awareness about a product or cause, or recruiting volunteers, will assist you achieve your tangible goals.”
2. Get Your Team Organized
To handle all of the specifics of any event, it takes a concerted team effort. Consider naming a primary event manager or chairperson, as well as specific chairpersons for subcommittees, such as:
- Management of the Location
- Management of Volunteers
Assigning individual duties to team members establishes a framework of accountability and ensures that tasks are completed.
It will also allow you to delegate – but don’t forget to factor in committee meetings while planning your event!
“Creating high-quality events necessitates buy-in from all levels of a company. You’ll need help from your executive team all the way down to your on-site event workers to produce a genuinely remarkable experience.”
Personify A2Z Events’ Vice President of Account Management, Bill McGlade, CEM
3. Find and train volunteers
Your volunteers are the ones who make your event run smoothly. However, before you start working with them, make sure you know what their responsibilities are and how to begin hiring them.
1. Define the duties of volunteers. Make sure you know what types of volunteers you’ll need and who will be in charge of them. Parts of your event may require volunteers, such as:
– Organizing and dismantling the event
– Coat check and ushers
– Ample parking
– Drinks and snacks
2. Make a recruitment strategy. Sharing volunteer options with your existing contacts is a wonderful place to start. Then decide on the best places to advertise your volunteer opportunity, such as volunteer websites and social media.
3. Identify leaders who are willing to help. Who is responsible for training volunteers once you have them? And how are you going to handle the training? Choose volunteer leaders and provide written instructions or in-person (or virtual!) workshops. You may even supply both to knock it out of the park.
Organize your volunteer duties and post your volunteer posting far enough ahead of time to ensure you have the volunteers you require.
4. Make a financial plan
One of the most crucial aspects of event planning is determining the budget.
Making a firm budget allows you and your team to come up with creative ideas while staying within budgetary constraints. This ensures that the aspects of your event that excite you remain top of mind. Instead, they’re just re-adjusted to fit your budget.
The following are some of the most important expenses to consider in your budget:
Venue: This fee should include both the rental and any insurance you’ll need.
Food and Beverage: This category is self-explanatory. Keep in mind, however, that the price you can spend may limit the number of tickets you may sell.
Make sure you have wiggle room for travel and accommodation costs, as well as any remuneration. Entertainment: This area can be customized as you need it to be – whether it’s designated for speakers, a DJ, or even a talking pig.
Will you go with a DIY mason-jar motif or something a little pricier for the decor? Identifying the prices ahead of time can assist you in determining which one you can afford.
Staff: This category is often overlooked, but it’s critical to account for your employees’ transportation and lodging expenses, especially if you’re traveling out of town. Budgeting staff time (what would they be doing if they weren’t working on this event?) can also help you decide if that extra meeting is worthwhile.
Whether you want to promote your event via Facebook or by handing out fliers around town, marketing is essential.
Software: If you aren’t already using event management software, you should think about incorporating it into your event preparation. Software can help you optimize procedures, save time, and give your employees more freedom.
A/V: This area includes a wide range of prices, from projectors to wi-fi to speakers.
Miscellaneous: Even the most well planned event will incur some unexpected costs. You won’t be caught off guard if you account for them in your budget.
Even if some of these expenditures aren’t yet determined – for example, if you haven’t chosen a venue – it’s critical to keep in mind the maximum amount you can afford to spend before making those selections.
5. Pick a date.
Although the date for a recurring event may already be decided, there are a few things to bear in mind if this is a first-time event. Before committing to a date, keep the following in mind:
- Allow yourself plenty of time! You should have at least 4-6 months to plan, if not more (depending on the event)
- Keep in mind that there are statutory and religious holidays.
- When possible, avoid school holiday periods (winter, spring and summer holidays)
- Confirm dates with essential attendees, such as speakers, presenters, and VIP guests.
- You can begin booking any external workers (like as caterers) as soon as you’ve selected the date (and have already outlined your budget).
- Are you currently planning an event? Here is a link to our Event Planning Checklist.
6. Make a master plan for the event.
It’s time to get serious about planning your event now that you’ve figured out all of the prices and timelines.
Creating an event master plan will allow you to keep track of all aspects of the event while also making it easier to coordinate with volunteers and members of the event committee.
All components of the event should be included in your master plan, including:
- Management of the venue, logistics, and catering (contracts, permits, insurance, etc.)
- Presenters and speakers (identifying, confirming, logistics & management)
- Entertainment and activities
- Promotion and publicity (online & off-line, such as web page & online promotion; events calendars; printed programs; media relations; signage; social media, etc.)
- Registration is required (online sign-up, payment and tracking; on-site sign-in, etc.)
- Management of sponsors and partners
- Management and responsibility for volunteers
Consider drafting a thorough timeline as part of your event planning to ensure that everything runs well. Include the deadlines for any permits or insurance policies, as well as the registration deadlines and a thorough day-of timeline.
“It’s all in my head!” it could be tempting to say. “I’ll be alright!” says the narrator. Do not be bothered about writing it all down, be aware that this approach will make assigning accountability much more difficult. It will also be more difficult for you to recall what you did for the following occasion, so do yourself a favor and write everything down.
Finally, if you or your organization has run previous events of a similar nature, reviewing any existing documentation at this stage might assist you verify you’re not missing anything.
Ascertain that all of your activities and offerings are designed to accommodate the size of your target audience. We’ve had open bars at our events in the past, with a single bartender making each person’s drink from scratch. Our attendees would become frustrated as the wait became longer. We knew we needed a better solution but couldn’t afford to hire another bartender, so we decided to brew a large batch of cocktails ahead of time. This really shortened the line, and our guests raved about the drinks we served! When making your master plan, evaluate if there are any areas where you may save money by doing things yourself. Also keep in mind that new apps like TaskRabbit and Craigslist can help you find a talented individual who can perform a service for a fraction of the cost, making your life much easier when planning and executing an event.