10 Ways How To Plan A Great Event
It can be difficult to organize a small meeting with five people, especially if it is your first event.
Imagine planning a huge concert with a top-name DJ and 100,000 people. Imagine the stress!
Although event planning is not easy, it can also be fun and rewarding. Event planning doesn’t have to be difficult once you get the hang of it. If you know the tricks, even large events can be easy to plan.
We will share these secrets with you. Each event is unique. However, this guide will provide some practical tips and best practices to help you plan your event.
These are the top tips to help you create a successful event.
1. Start as Early As Possible
It is important to start planning event company Manchester as soon as possible.
Your event should be large (i.e., more than 500 people). If your event has more than 500 people, you should plan it at least four months ahead. Six months is a better time frame.
Even for smaller events, it is a good idea to plan at least one month ahead of time.
As we all know, an event can have many moving parts. By planning early, you will have more options for the different elements of your event.
You have more options than you think, so you have a better chance of achieving your goal.
2. Determine the purpose and goals of your event
It is important to answer the following question before you decide to organize an event.
Why do you host this event?
What is the purpose of this event? It might seem obvious in some cases. In other cases it may not.
You might be able decide the type of event that you want to host based on its purpose. However, this will help you to determine the objectives for the event.
This event can support, for instance, the launch of a product.
- 1000 social media followers the new product’s page on social media
- 1,000 engagements and interactions on social media
- 1000 preorders are being taken for the product launch
- Et cetera.
You can set your goals with quantifiable metrics so that you can track your progress towards them and to ensure your team’s success.
3. Establish Your Budget Early
While we have already mentioned the importance to plan your event as soon as possible, it is also important to budget your event as soon as you can.
Budget will determine many elements of your event. While you don’t need to have everything planned out, it is important to have a rough idea of what your budget estimates are before starting any other planning.
These are some of the most important elements that you should include in your budget:
- Location:both the rental fee and insurance required. This can be skipped for virtual events.
- Catering:all food and beverage costs
- Decoration:pretty self explanatory
- Entertainment:speakers and performers, exhibitors, and so forth. You should also consider the cost of travel and accommodation.
- Marketing:look at how and where you will promote your event.
- Software Event Management Software, Event Ticketing Software, and CMS are some examples.
- Labor costs:staff, volunteers, and their accommodation
contingencies:very crucial. To avoid unexpected expenses, plan at least 20% of your budget to cover contingencies.
- After you have secured vendors, update your budget with actual expenditures. This will allow you to evaluate the performance of your event.
4. Identify Your Target Audience
It is important to start thinking about early and to understand your target audience.
Your event’s purpose and objectives can be used to define your target audience. Or, you can do the opposite: your target audience will help you identify the event’s objectives.
However, you should still gather as much information about your target audience as possible: behavior data, demographics, and what motivates them to attend your event.
However, you should also identify any obstacles that could prevent people from signing up for your event or choosing competing events.
5. How to Choose the Perfect Venue
Your venue choice can make or break an event.
You might not have many options if the event is a regular one. If it’s a new event, or if there is enough time to choose the date, you might want to consider these factors:
- If you are planning a large event, it is important to have at least 6 months notice.
- Avoid school holidays as they tend to be more costly in most cases
- Pay close attention to religious and national holidays
- You can check dates with key speakers, VIP guests and other key participants
- After you have decided on the date and a rough timeline, you can begin to search for venues.
These are some things to consider when selecting the right venue for your event.
- Size: would depend on how many people you invite. Consider whether separate rooms are necessary depending on the type of event.
- Location If this is a local event then the venue should be close enough to your target audience’s homes or workplaces. If you plan to attract people from other countries/cities, ensure that the venue is close enough to the airport or station.
- Parking:Does the venue have a large enough parking lot, and/or is it easy enough to get to via public transport?
- Accessibility Choose accessibility factors such as all-gender washrooms and accessible entrances/elevators. Interpreters are also available.
- Insurance:Whether you need additional insurance to cover your costs.
- Acoustics -the acoustics conditions of the venue. This is especially important for keynote and conference speaking sessions.
- Costspretty self-explanatory. However, it is worth considering hidden costs and cancellation fees.
6. Make a written event plan
After you have determined your budget and established a rough timeline, you can create a written event planning document to guide you in the success of your event.
A comprehensive event plan can greatly assist you in managing your team, coordinating volunteers, as well as securing talent and sponsorships.
These elements should be included in the event plan:
- Catering management
- Promotional plan
- Register management ( Event Registration Software, Event Payment, Tracking, On-Site Check-In)
- Management and sponsorship plan
- Volunteer responsibilities
You can add elements to your event’s event plan depending on the event. Additionally, you might consider creating a detailed schedule/timeline to accompany your event plan.
Make sure to include all details such as permits, insurance policies, permits and contracts. You can use previous event data and documentation, particularly if you hosted similar events.
Even if your team size is small or you plan to manage the event yourself, a prepared plan can be very helpful in managing the various elements and assigning responsibility.
7. Make your brand strong
It is crucial to ensure that your event stands out from the rest.
Don’t forget to include a memorable and easy-to-remember name for your event. After deciding on a theme, brainstorm for a strong brand name.
- What is the unique value proposition of your event? What makes it different from other events in its niche?
- What is the purpose of the event? (As we discussed previously)
- What are the key components of your event’s success?
- You can check out the names of other events, particularly your direct competitors
- It is important that the event name is simple to remember and pronounce, but also unique.
- To accompany the event’s name, create a unique and strong logo
- It is not mandatory to create a tagline, which is a brief but memorable slogan that sums up the essence of your event.
8. Establish Your Event Team
You can skip this step if you plan to organize the event entirely on your own. Even if the event is small, it’s better to share the work with others.
Although an event team should not be too large, it is important to designate an Event Manager/Project manager (if it isn’t yourself) to oversee and lead the entire team.
You can assign roles and responsibilities to different members of your team. You can allow one person to handle multiple roles if you have a small team.
These are the roles that all event teams share:
- Venue Management:handling all aspects of the venue, from contacting sponsors and speakers to managing the event.
- Talents/Speakers:securing talents, managing their needs
- Catering:handling food, and beverages
- Marketing/publicity:how to promote your event
- Volunteer/staff management:managing your human resources aspect of your event
- You can increase productivity and increase your chance of success by assigning roles to different members of the team.
Eventtia is a reliable platform for event management. It will help you manage your entire team, delegate tasks and track each member’s progress according to their responsibilities.
9. Secure Sponsorships
Create a list to identify potential sponsors who would like to sponsor your event.
Research is the best way to find out more about each company. Sponsorship is a two way deal. Instead of focusing solely on your benefit, you should try to find out how your event can benefit them.
Look for sponsors who:
- They have sponsored events before so they know the importance of sponsoring one.
- Does your target audience have similar demographics to yours? It doesn’t necessarily need to be perfect, but it can help to have mutual customers.
- Your business/event offers complementary services
- Your research will help you create customized sponsorship packages. When possible, be creative and offer unique sponsorship benefits.
10. How to create a marketing plan
You can’t get enough people to your event, no matter how well planned.
It is important to consider how you will market your event. In event marketing it is best to split your marketing efforts into multiple phases.
- Pre-launch You can start creating buzz about your event by launching “save the dates” campaigns via social media, email marketing and other channels.
- Early bird:selling tickets for early bird to increase awareness and to secure cashflow
- Announcement of the Headliner:announcing keynote speaker or headliner
- Additional announcement:announcing other speakers, session topics of interest, and so forth
- Last Call:last Chance for Early Bird Pricing
- End of registration
- Post-event: “thank you” campaigns, sending post-event surveys, etc.
- Marketing your event can be done through many channels, including advertisement, social media marketing and sending out a press release. Email marketing is also possible.
The best way to approach your marketing efforts is to focus on your target audience: how they use the internet to find out about events, their preferences, and what channels they use. Again, do thorough market research and collect as much information as possible.
Although planning and organizing an event is not easy, these 10 tips can help you plan your next event.
The key to organizing a successful event is understanding your target audience. The more you know them, the easier it will be for you to design an event that they will love.