Every event – whether simple or complex – requires careful planning if at all it is going to be a success. The planning itself shouldn’t be dismissed as a simple task, especially if the event is a major one. From the establishment of the budget to the promotion, identifying guests, and actually holding the event, organizing an event is not always a walk in the park. It comes with various hustles that require one to be properly guided.
Furthermore, no event is similar to the other in terms of budgets, goals, and the audience, among other things. There are companies like radio hire from where you can get the necessary equipment on hire. Whether you are planning your own event or you are brainstorming for a loved one, you are looking at the right page. Here are some steps to follow when organizing an event to make it as successful as it should be.
1. Have the Objectives and Goals of the Event in Mind
Event planning doesn’t mean jumping into searching for the venue or even the promotion of the same. All these are going to be quite hard to go about if you haven’t defined the objectives of having the event in the first place. Every event that occurs has a goal it aims at achieving. Every event organizer needs to have the goal of the event at the back of their mind even as they go along with the planning.
The goal is usually the reason you decided to have the event in the first place. Was it to drive new sales? Launch a product? Increase awareness? Whatever your goal is, it has to be defined from the beginning. The objectives will help you decide on things like dates, attendees, and location. Having the goals defined will help you move along with the event planning as smoothly as it ought to be.
2. Have a Budget
One of the earliest steps in event planning is creating a budget. This is what will determine how you will approach other aspects of your plan. The eventual success of your event depends on how detailed and clear your budget is and how diligently you are going to stick to it.
Let it include everything from the largest of expenses such as food, refreshments, and venue to things like entertainment, promotional material, and everything in-between. Depending on the kind of event you are holding, the folks over at greenlightbooking.com suggest hiring an experienced event entertainment company that will understand your needs and keep the guests happy. It is best to go for a reputed company that accommodates your specific needs and preferences. They can bring your ideas to life while enriching you with inspiration if you are out of ideas.
Right after you have defined your objectives and goals, sit down and map out your budget. It is always good to have some extra bucks just in case something unexpected happens within the planning phase of the event. You can base your budget on the following;
- Marketing and promotion- 35%
- Speakers and talents- 30%
- Printed materials- 20%
- Venues- 15%
As the plan solidifies the costs might change a bit towards the top or bottom end. This is why you need extra cash for flexibility in case something goes amiss.
3. Utilize a Team
You may choose to utilize a team depending on the complexity of your event. If it is a small event, you may do everything on your own without much help. If, however, the event is huge, you will need to pull together a team to help you plan. Divide the planning tasks among the people you have in your team so you have every bit handled separately. This will increase efficiency.
4. Get a Venue and Pick the Date
The remaining part of the planning will depend largely on the date and venue you have picked. Venues can be hard to book especially with short notice. This is why you need to make plans early so you have it booked on time and tailor the rest of your plan based on the venue and the date.
5. Brand Your Event
To promote your event, you will need a name, theme, and possibly a slogan for the same. Give your event a personality so you have something to refer to when promoting it. Ensure that your branding reflects your organization, the purpose of the event, and the theme it will be portraying.
6. Create a Program for the Event
To accomplish the goals, you wish the event to accomplish, you will need to integrate a good program. With the agenda of the event, the sponsors and the target audience all know you can easily come up with a solid program for the event. Utilize your team on this so you have several suggestions to pick from. Create the program before you start promoting the event so your audience knows what they are expecting from the event.
7. Know the Tech Tools You Want to Integrate into the Event
You know the different aspects of the event and the tech tools that make it happen. This part is highly essential. Therefore, plan ahead of the event so you make sure everything is in place before the D-day. You could consider broadcasting it live on social media, have presentations done on-screen, and so forth.
8. Promote Your Event
If you are going to have a successful event, people need to know about it. This is why you will need to come up with a good event promotion strategy. Define the tactics you are going to implement in promoting your event.
As an event organizer, you need to have a guide to follow to make sure everything is perfectly done. The steps depend on the type and complexity of your event. The steps in this piece should provide general guidance on what you need to do.