Nowadays, you can see a lot of events hold when you get out. It could be a corporate event, entertainment event, sport event, charity event, wedding event or small private event like birthday, wedding anniversary,… And sometimes you need to plan an event for your company or your private one. That's reason you need to know steps to plan an event for successful one. There are a lot of things you need to note when planning an event, but below is the important steps you need to keep in mind, it's enough for you to expand your plan but not messy:
Develop Event Objectives
Establish a budget
Identify event audience, date & venue
Create a Master plan
Determine administrative process
Identity partnerships & sponsors
Create a publicity plan
Determine evaluation process
1. Develop Event Objectives
You know that without objective people will not know what they are doing for, so don't do anything without it. Event objective you help you to create idea to get tangible goal and measure your team working after event done. You can create your event objectives based on questions like:
(a) Why are you planning this event
(b) What do you hope to achieve
(c ) What kind of event you will plan
2. Establish budget
Event budget is so important because it decide your idea creating. So you need to establish in priority for no wasting your team time
Your budget should incorporate estimates for all of the key items identified on your Event Master Plan. Don’t forget to include any travel or accommodation costs for speakers, presenters, etc.
3. Identify event audience, date & venue
Why do you need to identify your event audience? Because it will decide your event idea, venue & date. You can't set event date on 1 June for your corporate event or seminar, it's better for your company Children Day, for example. And when you know exactly your audience you will choose the suitable venue, decoration, entertainment on stage or food and beverage, etc.
You should give your safe event planning time. Normally, it is 4 months before event date in advance because event management is the field with so many changing and items prepared.
When you plan for event venue, please not that it falls in raining season or not, then inside or outside is better.
Before your team brainstorming, you should invite suitable members who are suitable with event kind and make sure they are creative, understand that event kind if you want to create event idea stand out from the rest, rich content & competitive.
When you are brainstorming the event name, think about:
(a) how is your event different from other events in your sector?
(b) what are you hoping to convey through this event?
5. Create a Master Plan & Checklist:
This plan should encompass all aspects of the event, including:
- Venue, logistics & catering management (contracts, permits, insurance, etc.)
- Speakers/presenters (identifying, confirming, logistics & management)
- Publicity/promotion (online & off-line, e.g.,: web page & online promotion; events calendars; printed programs; media relations; signage; social media, etc.)
- Registration (online sign-up, payment and tracking; on-site sign-in, etc.)
- Sponsor/partner management
- Volunteer management
6. Determine Administrative Processes
In other words, how are you going to keep track of your planning, registration, budget, guest and speakers lists, etc.?
Because there are a tons of items in event, always change and many people will be involve in event planning, so you need to have the administrative file to manage and easy to share to everyone for no losing information update. Make sure your team can use Microsoft Excel because we often use that format for controlling.
7. Identify and Establish Partnerships & Sponsors
Are there organizations that you could partner with or call on for sponsorships to defray the costs and increase potential participation? When you involve other people or groups in your event, they have a stake in helping spread the word and making the event a success.
You might want to consider:
- Seeking corporate sponsors to fund a portion of the event. This can range from national organizations that might want to sponsor a dinner, offer a door prize or a key silent auction item, to local businesses that might be able to provide goods or services, such as flowers for the tables, gift bag items, etc.
- Partnering with community organizations who might be able to offer a venue and/or assistance with organizing or staffing an event
8. Create a Publicity Plan
Even with the most amazing speaker or entertainment line-up, you need publicity to get people in the door. Event promotion starts with the initial notice or page on your website, note in your newsletter or email to save the date, and then builds to include online and off-line publicity, media relations and on-going outreach to encourage registration. And no plan is complete without the post-event thank-you’s, sponsor acknowledgements and articles about the event’s key messages or fundraising success.
The important thing is what kind of your event & who is audience for you to use suitable social media channels. This is effective method nowadays when everyone has smartphone anytime.
9. Determine Evaluation Process
How will you determine if your event is a success? Do you measure success by the number of registrants or attendees or is it dependent on you breaking even or raising a target amount in donations? When you set your initial event goals and objectives, you should also consider how you will evaluate the event to determine your success. If you are using a membership management software package, such as Wild Apricot’s, you can easily track registration numbers and fees. But, if your event involves tracking, for example, a silent auction, then you’ll need to put some processes in place to identify goods offered in kind and funds raised at the event. By the same token, if the objective of your event is to raise awareness, you’ll have to benchmark and gather data on online social media activity/mentions etc. and offline publicity – again based on your initial goals.
10. Post event
This is important step for your team review all of their work and learn from experience for next events. Also with your client, you need to know their evaluation on event for you to take care of them better in future.
Any further information support, please feel free to contact N2U Event & Media
N2U Event & Media Team.
Event Planner in Vietnam.