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Event Planning How to Plan an Event in 10 easy steps.

Dec 22

Event Planning How to Plan an Event in 10 easy steps.

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The management of events is the use of managing projects to the planning and management of small and/or large-scale corporate or personal events like festivals conference, weddings, events and weddings, formal celebrations concert events, or gatherings. It involves researching the brand, identifying the potential people and conceiving the event's concept and organizing the technical aspects prior to starting an event. [1]

The industry of events now encompasses events of every size including the Olympics all the way to corporate breakfasts. Numerous industries and stars, charitable organizations and interest groups host events to promote their brand, establish connections with business partners, raise funds or to celebrate accomplishment.

The method of planning and managing the event is often described as planning an event and can involve budgeting and scheduling, venue choice, obtaining the essential permits in coordination with transportation and parking, making arrangements for entertainment or speakers and arranging decorations, security food preparation, coordination with third-party vendors as well as emergency planning. Each event is distinct in the way it is designed, therefore the method of planning and execution for each event is different depending on the nature of event.

Sustainability

Sustainability in managing events (also called greening events) is the method used to organize an event with special attention to environmental as well as economic concerns. Sustainability in managing events incorporates ecologically and socially sustainable decision-making in the planning, organisation, and implementation of, as well as taking part in an event. It involves the use of sustainable development practices and principles throughout the entire process of event planning and management. It aims to ensure that the event is managed responsibly. It encompasses the whole range of activities at an event and must be carried out in a holistic method. Greening of events should begin from the beginning of the event and be inclusive of all key participants, including organizers, customers and venues, as well as sub-contractors and the suppliers.

How to plan an event in just 10 steps.

1. Determine goals and objectives.

What was the motivation that inspired you to organize your event? Are you trying to:

To increase sales? promote the launch of a new product? Increase the recognition of your brand? Perhaps, you're looking to boost brand recognition? Do you have multiple goals? Learn what you'd like to achieve and how this conference can assist you to achieve.

Event Planning

What then are the objectives?

When you must define the objectives that will aid you in reaching your goal. Here are a few examples of goals for events:

  • The rate of registration has grown by 10% over the previous event.
  • The revenue increase is 25% more than the previous year's event.
  • Get 100 pre-orders of future products
  • Increase social media mentions/follows/reposts during the event

When you've got your goals and goals in place You can then establish an approximate scope of the event. The plan should contain important details, and describe the steps you'll take to achieve your goals. While it's not a final plan, it will outline the key elements of your occasion, such as:

  • Dates. The duration of an event i.e. less than 9 months.
  • Attendees. What is the total number of people who attended? A 1000 person, or 10,000? Now is the time to start considering the size. Are there attendees from all over the country or is the event close to your home? It is also crucial to keep their demographic details of guests in mind as you design your plans.
  • Location. You are hosting your event in your local area? Or, is it being held in a venue that isn't yours? Create a list of venues and cities that can work for the event you're organizing.
  • The event type. Are you driving the public to be aware of an innovative product? A day-long event that features the keynote speaker might be an excellent idea. Do you have a lot of clients? An event for users lasting two days might be the ideal choice for you. Are you planning to host an event for your company or an organization? A day of small-sized sessions could be a great idea.

In defining your objectives and the preliminary scope of your project will allow you to establish the scope of your event and get the support of your leaders. If your company is supportive of the concept, your objectives and objectives will help you move towards the next phase of arranging.

2. Create a budget for the event

Budgeting is an important first step in planning an event which can assist you in understanding the different factors that will affect your celebration. Also having a budget that is appropriate will help you avoid unexpected things (like needing to cover food or decorations, etc.). It's more efficient when you lay out the entire budget prior to time. Also, make sure to update it once you've made final decisions, and keep in close contact with the budget.

Based on the top-level of your budget and the first nature of your requirements. Begin mapping out the costs for your lines items in order to determine how you'll allocate your budget funds over the requirements.

According to Eventbrite, "Budget is broken into promotion and marketing (43 percent) performers and talent (32 per cent) as well as printed material (29 per cent) as well as the venues (18 %)."

As you become more solid is likely to require a review of your budget. The situation will likely change as you progress, so be sure to adjust your budget as per any adjustments or changes you make. As you do not want to overspend your budget, it's common that planners make changes in order to ensure that your budget is in control.

3. Make your team for events

For smaller events, you can take on all of the tasks described by this piece. For large-scale events you will require a team to manage the event.

If you're creating the entire group from start it is essential to establish roles early on to ensure accountability. Every member of the team must be accountable to the project manager with a clear understanding of the whole team.

A team of the highest quality for events

According to Eventbrite, only 12 per cent of events are staffed by teams of at least 10 participants. The most common amount is between two and five people (45 percent of events) this means that lots of participants must wear many different hats. If you're among the group with more than five members in your team, let's look at an overview of the roles are typically divided:

Project Manager

Supervises all elements as listed below. The person accountable for the planning and the execution of the celebration. The budget is overseen. Drives strategy. Makes the highest-level purchasing decisions.

Show the floor or venue

The person who is in charge is the person who will get in touch with the event as well as the vendors, sponsors and other vendors staff, volunteers and sponsors who are on site security, photographers, food and drinks. They know who everyone is and the outlets that are available.

Scheduling

The person responsible for the agenda design collaborates with speakers and ensures that the agenda is updated and sent out to the correct individuals. The person who schedules your meetings coordinates the events during the event. He the goal is to convert attendees into networkers who are successful.

Creative design

Creative designers design each and every visual element needed for printed and online material like calendars and collateral, registration signs, collateral, and everything else needed for the operation of the mobile event app. To give a brief review, let's look at that they are able to appear. It's possible to work with an event planner.

Marketing and Communications

The team or person in charge ensures that the appropriate individuals are aware of important events. They also devise methods for timing, offer to encourage registration, run a campaign the brand, communicate with those who are registered, supervise the amplification of social media and media relations, and then send and monitor follow-up materials. Of course they're crazy about measuring their outcomes.

The team ensures that each guests are provided with all the information he needs to get the most of the event. This includes plans and maps, details about speakers and how to connect. They design and manage the mobile application for events.

Registration and Check-In

They are the ones who manage registration setups, they work with a company that develops software to create badges and then manage the badges. They also prepare reports and make sure that your registration process (pre-event and during the event) is in order.

Sponsorships

Team members are accountable in helping to design booths and selling sponsorship opportunities. They also manage relationships with sponsors and conduct research on the community-based partnerships of organizations. The team is quick, and possess great interpersonal abilities.

Maintain your team on track.

With your team in place and a strategy in place it is time to make a strategy for your event. A project plan is more than just a simple to-do list. It's a detailed description of every action item, which includes the individual's dependents dates, due dates, and the status of completion. It is crucial to justify every action by linking it to your top-level objective for the action.

Tools for managing events

Tools for managing projects help streamline the managing of events and organisations. Make use of these tools to make sure that every moving part is properly arranged. With the capability of monitoring and track the project's progress, an administrator will be able to keep track of the timeline and progress by using these tools:

  • Asana
  • Trello
  • Smartsheet

 

4. Select your venue and choose a date

Selecting the location and time for the event are two important aspects that determine what you will do with your plan. Begin to research venues as early as you can. The marketplace for events is very crowded therefore figuring out that the venue will have availability is vital. When choosing a location, you'll need to think about the timing of your event in relation to seasonal factors such as cost of travel and expenses.

"In January, it's very challenging to find large spaces," says Romy and a seasoned event manager at PRIME which is an all-service events agency in Vancouver. "January and February are heavy on sales conferences, and it happens again in September and October." She states that during these times it's hard to find venues with traditional flooring for exhibits.

As you start researching and talking to the representatives of different venues, make sure you be as thorough as you can in order to make sure that you are getting the best match. It is best to search for the most affordable. The theme should be in sync with thematics as well as the place of the event (is it accessible and central to access? ), Facilities, on-site staff. Are restrooms readily accessible in the whole location? What's the situation currently with regard to the control of fire and emergency intervention?

Tip: Once you find the perfect venue Don't be afraid to negotiate your rates. A majority of event planners negotiate discounts on rates they've published. In the event that they negotiate, event planners are more likely to provide free WiFi or audiovisual. Parking is also an option according to EventManager.

5. Develop event branding

From the name of your event and its theme to the style of your event's web page and the overall appearance and experience on site The branding of your event creates the tone for the event. When people think of your event, it is important for your brand to possess an individuality that shines. Additionally, a established event brand can give an orientation and assist in directing the direction of your event.

When choosing the branding for your event take into consideration how your event's logo should represent your company's image. But, it should have a distinctive identity of its own. Think about the way your brand's image is likely to be displayed online and in the person. Consider ways to integrate your event's branding into the specific elements of your celebration.

When you think about the brand name of the event you are thinking of, it typically includes:

  • Event's name. The first crucial step is to choose your event's name. This will be the first thing guests be able to see, so you must be sure that it reflects the goals you've created for the event.
  • Theme. A name alone doesn't tell the whole story. Many events have themes that make the event one.
  • Colors, logo, typography. The brand must be consistent across all marketing interaction.
  • Design the site using email signs, signage on the site, and many more. Every touchpoint doesn't have to be branded. Each element should be integrated to aid in telling the story that you're telling.

Once these branding elements have been set, they must be utilized across all platforms, including your event's web site and social media, email registration, tickets and registration, and even the event's application.

6. Plan your program

You should create your schedule as soon as you can! Are there any key speakers? Are there additional nights or days scheduled for sponsors? There will be only one "track" of workshops and talks and will attendees be able to choose of selecting from a range of sessions in a certain time? If you're able answer these basic questions then you'll be able offer a thorough overview of the conference's agenda.

Do not worry, it's not necessary to develop the calendar before you begin advertising your event. It's possible to change the calendar once you've begun advertising your event and number of attendees increases. Technology allows you to swiftly alter the calendars of your site and mobile application.

Your guests should be informed of what to be expecting, so it's ideal to put the program in place as soon as date that is possible. Furthermore, the plan is an important aspect for sponsors too!

Other Considerations

Alongside the basic plan for the event There are a variety of other things to consider. If you're planning an event that spans multiple days or all-day affair it is important to consider:

  • Food and Beverage. Do you have plans to offer food or snacks?
  • Other events such as social events and happy hours that are related to fitness?
  • Entertainment. Does the event end by a celebration or a party?

7. Make sure that exhibitors, sponsors and the speakers

If you're planning on hosting an event of a significant size You're likely to be looking to incorporate other participants in the event to reduce costs and showcase that the business's voice is heard. Sponsors or speakers, as well as exhibitor booths are all methods to boost the value of your guests. They can also in reducing expenses.

Speakers

If your gathering is planned as an event, you'll need to select the speakers for every session. Two options are available to consider speakers:

CALL FOR SESSION SUBMISSIONS

If you're part of an engaged community then holding an open call for session proposals is a fantastic chance to attract your partners and customers to be speakers. In general open calls, you will require attendees to provide an abstract which will provide an overview of the subject of the event and the importance of the event. After that, the team will review abstracts, select speakers, and then inform those chosen and those who were not.

PERSONALLY INVITE SPEAKERS

If you've got someone you're considering asking them to speak about your promotion. When you approach the speaker you're thinking of make sure you provide them with an attractive outline of the event and the people who will be attending and display your enthusiasm to participate at the occasion. Remember that speakers who are invited usually receive compensation for accommodation as well as travel expenses.

MANAGING SPEAKERS

If your speakers are acknowledged be sure that you are in the right conversation. Write a contract for speakers with crucial information, including the expected content for presentations, the deadlines for content, the equipment available on-site as well as the cost. Make sure you are clear about your expectations prior to the event to ensure that there won't be any surprises in the course of the occasion!

Continue to contact after sending the first confirmation message and an acceptance of the speaker. Are you searching for your speaker's presentation to be in line with the theme of the event? Make sure you include the appropriate material when you're creating your presentations. If you need speakers to give the final version of their presentation ensure that you remind them to ensure that every speaker gets the presentation on time.

Sponsors

Make a list of sponsors you'd like be able to include in the event. Before you reach out to them, conduct some study to find out what they could gain by attending the event. Are they clients of a mutual acquaintances? Do they receive free services? Make sure that each potential sponsor benefits your guests. Take the time to create specific proposals that highlight these specific benefits. Make sure to emphasize the benefits of your communications.

Before getting in touch with potential sponsors, ensure that you have created sponsorship packages. The packages you develop will have different levels of value and benefits. Other than traditional sponsorship packages, don't be afraid to experiment and design unique sponsorships for example:

  • A sponsored lounge
  • A charging phone and wi-fi station.
  • Event App sponsorship
  • or sponsorship of wellness activities

It is best to consider what elements and activities your guests want to try and enhance the value of your event.

Exhibitors

Another way to bring sponsors in is to offer packages to exhibitors. In this instance you'll be able to have a space at your event specifically for the exhibitors. The agreement for sponsorship of each exhibitor will specify the area that exhibitors to use, as well as the opportunity to advertise and interact with guests. Tips: If you're working with exhibitors it is important that you invite attendees to meet with your exhibitors. Make sure you set up time blocks for exhibitors that allow visitors to walk around the exhibition and become involved.

8. Select and identify your technology tools

Technology has made it simpler to manage events that are more convenient for the organizers as well as participants. If you are planning an event for the future, you'll need determine your needs for technology as well as the timeline to implement it. Certain technologies should be implemented well prior to the event, while others may be delayed to hold off others for a later day(s).

Registration and Ticketing

Registration of attendees is easier as it has ever been! Eventbrite and the other platforms let you begin selling tickets in a matter of minutes. You'll have to select the platform you'll use prior to advertising registration. You can also redirect guests towards the sign-up page.

Productivity Technology

We've previously covered this but we'll revisit this to highlight how crucial organizers of events must make use of tools for managing projects to make sure they're organized. The process of planning events can be complicated, but using software to manage projects can ease the stress. Trello will assist you in getting on the right path with its variety of templates to help you plan your event.

Mobile App

83 A majority of event planners use an application to manage events.

Eventbrite, 2019

The ability to simplify your communication can improve the experience of your guests using an event app. Mobile apps like the Guidebook app you can create using Guidebook can allow attendees to look through schedules, design an event plan that they own, connect with other attendees and other. Mobile apps can be useful in creating a relaxing and well-informed environment regardless of whether it is offline or online.

The app should be element of your event's planning to get the most benefit from the use of an app for your event. Be sure that every participant has all the items they need in their bag to ensure they have the most enjoyable experience at their event.

Have you ever thought that you could develop your app with Guidebook?

Get started with Builder today and discover how easy it is to utilize it! Begin creating.

Live Streaming or Recording

You are part of a larger group of people that spans different regions or countries? The live streaming session is a great way to connect and allow more people to be able to attend the event. Recording sessions is a different method to increase the scope of your event and make people connect beyond the occasion itself.

Engagement Tools

Technology is changing the way people interact with their guests and events are always evolving to meet these demands. If you're looking to take you engagement beyond the norm. If so you may want to consider adding technologies that are on site, like wall-mounted social media, bags that include merchandise , and event games that allow guests to participate in the event.

9. Plan a promotional and marketing strategy

How do you plan to draw people to your event that you have planned?

Every successful event has the use of a marketing or advertising plan to advertise the event and build excitement. What is the best place to start? There are a variety of ways to advertise your event including blogging, social media billboards, billboards, online advertisements or even billboards. Whichever method you decide to use, each strategy must be element of your marketing plan.

The elements of the event marketing strategy

Goals and Objectives

When developing a plan for marketing it is important to define specific goals and objectives. In addition to your event's general objectives, setting specific goals for your campaign will make sure that your efforts go towards measurable results.

Common marketing goals include:

  • The amount of online registrations grown in the last year by 15 per cent over prior year.
  • The number of times that you have been able to connect to the event's site
  • Events x number of app downloads
  • The number of people who use social media has grown by 20% over the same time last year.

Tactics

Strategies will be the tools you'll employ to achieve your goals. These are the tools you'll employ to aid any marketing plans, like videos, online ads along with social media, email and marketing, along with public relations and more.

In deciding which strategy you're planning to use it is crucial to identify the audience you want to target. Are you hosting an event specifically targeted towards young professionals? Instagram ads might be a option you decide to use. If you plan to market your event exclusively for those who live in your region? The geo-targeted advertising is something you should think about.

Timeline and Cadence

If you've identified the top methods to boost your marketing strategy, you'll want to create a timeline that gives you a clear picture of your marketing strategy.

If, for instance, you opt to use marketing emails, it's essential to organize every email you plan to send out:

EMAIL MARKETING TIMELINE

Datum Topics to use in email

4.13 Make sure you save the date

5.27 Early price for bird tickets is available

6.15 Keynote Speaker announcement

6.26 Announcement of topics for session

7.1 The last chance you have to avail early bird pricing

8.1 Registration Closing

 

10. Find out your measurement

How can you assess the effectiveness of your celebration? Start thinking about ways to evaluate your event right as it occurs. A great place to start is to consider the goals and objectives that you established in your initial step.

Data and analytics

The amount of tickets you need to sell, and what method did you use to get them? What was the cost per ticket? How many qualified leads did you get? How many pre-orders did you create? After the event has concluded Here are some indicators that you can determine.

In addition to assessing the success of the event In addition, it is essential to analyze the quality aspects of the event. To determine the general mood and satisfaction of the attendees, you can analyze:

Event surveys

In addition to the numbers, there's another way to measure the quality of your event by getting comments from your guests. When you conduct surveys, you'll gain an understanding of opinions of your guests about the event. This will help you identify the strengths and weaknesses of the event. Because let's face it even if your sales was successful, would you really call the event that was a success if the people were not thrilled with the event?

Social media buzz as well as the internet

Are your customers more active than usual on your company channel? Have attendees posted updates on their social media channels? Check out the comments to see what people are writing about the occasion. Are they brimming with praise? Did you discover more than a few typical complaints? It is crucial to keep track both before and during your event to find trends and other details.

A comprehensive event plan

Each one of these elements is put together in your event's master plan. Explore each of these elements to come up with an effective, actionable strategy of your function. If you are planning an event, start your planning as early as you can. With so many moving parts having a head start ensures a smooth conclusion.

With a plan up and the wheels turning forward, the next step is to review your marketing strategy , and then apply it to your own business. Continue reading the next chapter to plan an event Marketing and promotion to get useful tips to develop a 360-degree marketing plan that increases the number of attendees who sign up and take part in the event.