A combination of ‘making it up as you go’ and ‘careful planning’ has been proven time and time again to be the best strategy in event planning. The truth is, even the best laid out plans have a way of falling apart this makes adapting to the conditions very important. If you don’t adapt you won’t make it.
Top Tips for planning an event
The first thing is to start with a goal and objective, this will give you something to work towards. You will have to know who you want to attend, where you want to hold the event and why the event is relevant.
Events are not hosted just for the sake of it, you must have a reason to ask people to come if you don’t, then it’s just a waste of time. In 2010 a group of dedicated athletes created an event to raise awareness for sledge hockey.
You own the event; you know what you want to get at the end of the event. This means that you are accountable for anything that will happen before, during and after the event. So treat every aspect of the event with the necessary care and competence required.
Communication is a critical aspect of any event; this makes it very important to ensure that there is communication between all moving parts that are involved in the planning and coordination. Make sure that all departments such as marketing, the ticketing and the coordinators are all on the same page. Ensure that everyone knows what is to be done when and why.
Plan for everything and set contingencies
One mistake must people make is assuming that things will go as expected, but most times the opposite is usually what happens. So ensure that you have a plan for unexpected events such as bad weather, for example let’s assume that you are planning an outdoor event, what happens when rains suddenly starts falling or when the temperatures go beyond tolerable temperatures?
You should also plan your timing very carefully, this will ensure that you won’t have to rush through important things, and remember most people have a habit of always coming in late, this means that your timing must factor in any possible scenarios.
A marketing plan is also very important here, this will show all players how you intend to reach your guests at the event. How you do it is dependent on who you want to reach, if it is an in-house event you can just directly invite everyone, but if it an outhouse event you can use traditional methods of advertising such as the media.
You should also brand your event by creating a tagline, coming up with a cool name and designing a logo for it. This will make the event stand out from the rest.
The other things that you should plan for are
Create a budget
The budget will depend with the type of event you are hosting; if you don’t budget you should know that you are creating a formula for failure. The budget should cater for all expenses that you might incur from facilities to speakers, you should also ensure that you have extra for contingency measures.
But don’t just look at how you intend to spend the money, you should also look at where you are getting the money, do you have a sponsor or partner? The idea is to know exactly how much you are working with.