Yes, you read correctly. Without an event planning strategy well thought out, you risk the event becoming disorganized, chaotic, and not meeting the event’s goals. You can achieve success with an event planning business or with one-time events if you follow a formula. Therefore, instead of wandering into your next event planning job without a blueprint, make sure you are prepared by following this simple guide to the five primary stages of event planning.
Research and Goal Setting
It may be necessary to conduct some research before starting the event, depending on the type of event. During the research process, it is recommended that you speak to the person or group tasked with organizing the event. Find out what their goals are. Having a list of questions ready for the research phase is crucial to maximizing efficiency.
After you have finished your research, you can document the goals and objectives you want the event to achieve. This step will help you to gauge the success of your event later on. Your goals and objectives should be clear and focused. In addition, the following list can also serve as a guide as you begin to plan the main event.
You will begin by getting a location in line with the event theme, the number of guests, and the event’s purpose. Once you have a venue reserved, you can begin to build a team of people to help you with the other tasks of the design process. You can assume a management role when you delegate responsibility to different team members rather than getting overwhelmed by the details of organizing your event.
Each team member will contribute to the overall plan. The person in charge of entertainment will present you with a schedule of performers and the kind of entertainment expected, whether it would be live bands, karaoke bands, or DJs. Food and drink will be provided by the person or group responsible for food and drinks, including the cost of each item and a detailed plan for food service.
You know what the event host wants and what the attendees expect. Use the research and the design to brand the event. You may want to utilize promotional materials to promote your event and to get people talking about it.
Do you have a name for your event? Is there a slogan or a tagline? Think of a name, tagline, and logo that depict the event. Attendees should know what they will be getting from the event should they decide to attend. Your branding will assist you in publicizing the event. You can either utilize social media posts, an email list, or a specific mailing list of those attending the event, depending on the event’s host’s desires.
Coordination involves finalizing plans with each team member and the staff or volunteers for the event. Everyone involved in the event should be aware of the roles they play in achieving event success. You’ll be required to coordinate all the various elements of the day’s events and notify each team member and the venue representative of the timetables.
Each component of the event should be listed with their start and finish times. You may also indicate which individual or group of individuals is responsible for each aspect of the event. On your schedule, you may also indicate contact information for any technical problems. There is a lot of work involved during this stage. However, event planners excel due to their attention to detail.
Not all event planners rely on formal evaluations. If you are new to planning or wish to create a positive reputation as a planner, then the evaluation stage is beneficial. You may send out online surveys or distribute paper surveys to attendees to collect feedback for conferences and formal work training. Include questions regarding the organization of the event and the specific objectives outlined in the schedule. The feedback provided by attendees is part of the evaluation process.
After the event has ended, you can review the goals and objectives your team set and determine if they were met or not. If they were, then congratulations! If you believe that you could have done a better job in a specific area, discuss that with the team. Only by growing and improving your skills can you make improvements to your event planning skills.
Using this formula, it is now possible to plan an event step-by-step. These tips can help you stay organized and on track during your event. It is important to remember that planning an event also requires an element of flexibility. Things don’t always go smoothly, and that’s perfectly fine! As an event planner, you must be able to think quickly and adjust to changing circumstances.