Event planning is certainly not an easy task, and even the simplest event requires detailed planning for it to be a success. Managing all the different components is often the biggest challenge, and here, we will discuss the key steps you’ll need in planning and organizing an event.
While every event is unique in its own way, you’ll always be able to use these steps in any event as a foundation before you move onto the extra details.
Without further ado, let us begin with the first step.
Step 1: Define The Event Objectives
What is the goal of this event? Why are you organizing this event at all?
It’s very important to establish tangible and realistic objectives to ensure the success of your event. For example:
- Increase brand awareness
- Increase social media follows and mentions
- Drive more sales
- Support a product launch
And so on. Obviously, you can combine multiple goals when applicable.
By defining quantifiable goals, you’ll also have an easier time deciding on what types of events you should organize.
Step 2: Build Your Event Team
If it’s a relatively small event and you can handle everything by yourself (or with the help of just one or two people), then you can skip this step.
However, for larger events, you will need to build an organized team to organize and execute the event. Here are the typical roles that would need to be filled in a standard event team:
- Project/event manager: pretty self-explanatory, the event manager is the one responsible for the execution of the event and oversees the other roles. Also responsible for managing the event budget.
- Venue manager: responsible for managing the venue, including the vendors, sponsors, volunteers, security, photography, and so on.
- Scheduling: responsible for developing and managing the event schedule, making sure schedules are up-to-date and everything is on track.
- Designer: chances are, you’ll need someone to be responsible for various visual design needs for the event: posters, signage, and even for a mobile app.
- Marketing: responsible for promoting the event and planning a marketing strategy.
- Sponsorships: responsible for securing sponsorships opportunities and maintaining relationships with the sponsors
- Registration: responsible for the registration process and ticketing
An event management software (more on this below) will help you in keeping your team organized throughout the project.
Step 3: Book the Venue
You won’t be able to organize an offline event without first securing the venue.
Choose the venue and event date according to your event’s goals, budget, and other relevant considerations. The earlier you research your venues, the more options you’ll have, and the more likely you’ll get the ideal venue for your event. Remember that you are not the only one organizing events, and you’ll have to compete with others for the best venue and the best date.
Step 4: Plan Your Event Program
What’s the event going to be about? Is it a concert? Will there be any keynote speakers? Will there be multiple workshops?
List as many details as possible about the event, including entertainment, food and beverage details, and other details.
Create a comprehensive schedule, and you should have a functional “draft” schedule before you start promoting the event. You can make minor changes to the schedule as needed, and with the help of event management software, updating your schedule should be fairly easy.
Step 5: Leverage Technology
Nowadays, there are various technology solutions you can use to organize your events better. Some are probably essential for today’s standards of event experience.
You can either use various different apps for different functions, or you can also use an all-in-one event management software like Eventtia here you can perform the following in just a single software solution:
- Online registration and ticketing: arguably the most important features in any event management software. You’d want a platform where your potential attendees can easily book your event and purchase your ticket.
- Attendee tracking: you’ll know which guests are visiting your event, and what your guests are doing when attending your event.
- Event promotion: easily send targeted emails from the Eventtia dashboard, and also the ability to send and manage discount coupons and early bird tickets.
- Attendee management: managing your event’s guest list for various purposes from facilitating the check-ins to controlling access.
- Payment and invoices: easily generate and send personalized invoices.
Besides event management, you might also want to leverage technologies for other aspects of the event. For example, nowadays live streaming the event is a pretty common practice, and you can use various live streaming solutions to stream your content.
Step 6: Confirm Sponsors, Speakers, and Partners
One of the key challenges in hosting an event is securing your speakers/exhibitors and sponsors.
First, build a list of potential sponsors that might want to participate in your event. Research them carefully before reaching out to them, and figure out what kinds of offers you’d present to each of them.
Do the same with speakers/exhibitors. If you already have an engaged community, then you might want to host an open call for session submissions to allow your customers and partners to participate as speakers.
Step 7: Promotional Plan
Now that you’ve planned all the details about the event, the next step is to plan how you are going to attract people to book and visit your event.
What tactics should you use? There are various channels from online advertising, social media marketing, PR, email marketing, and so on, and the basic approach is that you should choose the right channel according to your ideal audience’s preferences.
You might want to consider:
- Promoting on your website
- Social media and influencer marketing
- Email blasts
- Posters and other printed promotions