Quick guide to planning just about any event
I love events. Parties, festivals, concerts, live shows, conferences - anything. I love the atmosphere and the thought that all these people have come together for the same reason: to see something amazing, to learn something, to hear music or speeches.
Personally, I also love meeting people through events and going on to stay in touch long after the fact. There's something special about events that really draws people together. Part of this comes from the planning and execution of the event, while part of it comes from the selection of people at the event.
I'm also a qualified Event Manager, so I thought I'd take the time to share a step-by-step guide on how to plan events, along with a few tips as to how you might add a little extra to your events. Good luck!
Personally, I also love meeting people through events and going on to stay in touch long after the fact. There's something special about events that really draws people together. Part of this comes from the planning and execution of the event, while part of it comes from the selection of people at the event.
I'm also a qualified Event Manager, so I thought I'd take the time to share a step-by-step guide on how to plan events, along with a few tips as to how you might add a little extra to your events. Good luck!
Planning Events: Step By Step Guide
How to plan an event
Take the planning one bit at a time. Sometimes you can work from a few different stages at once (especially at the beginning), but eventually you find that commencing each stage relies on the stage before it being completed. For instance, you can publicise preliminary dates at an early stage, but you probably won't have the venues and key personnel confirmed until later. Therefore, your real publicity campaign can't begin until the confirmation stage is basically compete.
This lens will dot-point the steps involved so you can use it as a sort of checklist when running your own events. Many of these dot-points are worthy of their own lens as explanation, so I will work on that down the track and link to them when they're done.
I've tried to make each point fairly generic, so it could be used for planning a corporate event, community event, concert, wedding, conference, festival etc. For instance, if you're looking for how to plan a corporate event, some points won't apply to your event. Just cross those off the list!
This lens will dot-point the steps involved so you can use it as a sort of checklist when running your own events. Many of these dot-points are worthy of their own lens as explanation, so I will work on that down the track and link to them when they're done.
I've tried to make each point fairly generic, so it could be used for planning a corporate event, community event, concert, wedding, conference, festival etc. For instance, if you're looking for how to plan a corporate event, some points won't apply to your event. Just cross those off the list!
Stage 1 - Design & Plan Event
Work out what you're doing!
Essential Tasks
Secondary Tasks
- Define who exactly is working on this event
- Ensure event team is appropriately managed, incorporated and insured
- Choose appropriate tools for planning the event, eg. Project management tools, to-do lists.
- Decide on official communication methods between team
- Decide on basic event details: Time/Place/What it is
- Choose preferred date(s) for event: Watch out for clashes with other events, seasons, lead time for publicity etc and venue availability.
- Choose preferred venues
- Decide on ticket prices: Price is a positioning tool - think of the marketing!
- Define critical success factors / Goals defined: What will ultimately be deemed a success? Lots of attendees? Lots of money? Lots of signatures?
- Draft a budget
- Project constraints: What is most important to limit? Cost/Time/Quality
- Project scope defined (essential if you're working for someone else!)
- Risks estimated: Physical (OH&S), Financial (weather/politics/other events/high financial outlay), PR Risks (Fireworks/ community approval)
- Manage expectations: Ensure you are clear about expectations from the client, sponsors and superiors before you begin.
Secondary Tasks
- Choose preferred sponsors: Things you might need, ethical behaviour etc
- Consider Event Brief: Why are you holding it? Who are the stakeholders? What are the objectives? Who is in charge? Who is responsible for success? Who will help?
- Define Available Resources: People, tools, money
- Design a Marketing Plan: What's the hook? What is the core information? Get your media angle right. Why should people come? Research appropriate journalists for the event.
- Design a Sponsorship Package
- Event theme: Brainstorm!!
- Poster Design/Branding/Invite Design
Stage 2 - Build Resources
You will need money
Essential Tasks- Arrange Sponsorship
- Commence Fundraising
- Obtain Ticket Money/Registration fees
Secondary Tasks
- Apply for Government Grants
- Begin to sell Merchandise
Stage 3 - Confirm Details
Get it in writing!
Essential Tasks
Secondary Tasks
- Book Venue
- Ensure all contracts are signed
- Confirm Timetable
- Ensure legal requirements are met: Ensure you have all liquor licenses, food licenses, permits, insurances, etc.
- Arrange Accommodation/Transport for VIPs/Participants
- Arrange Front of House/Door Setup: Price Guide, Programmes, Float, Guest list
- Arrange ticketing Agent
- Arrange Venue AV and Power: Camera/Video/Sound recording, Cords & Boards, Amp/Speakers, Microphone, Projector, Mixer, Music, Lights, Video/DVD/CD, Lighting, Laptop, Keyboard/Synthesiser
- Arrange Venue Signage: Posters/Banners etc
- Hire any Toilets, Marquees, Water Tanks or other important objects
- Hire Performers/Entertainment
- Staff Hiring: Speakers/MC/Celebrant, Door Staff, Performers/DJ, Bar Staff, Food Staff, Tech Staff, Photographer/Video/Sound Recorder, Security Staff, Performers, Set up Helpers, Pack up Helpers and Volunteers
Secondary Tasks
- Arrange Event Specific Objects: Flowers, Rings, Photography/Video/Sound Recording, Theme Objects, Games/Rules, Prizes, Speeches, Stage Props, Movies/Presentations, Gifts for Personnel
- Arrange Food and Drink
- Arrange Complementary tickets for Corporate Sponsors
- Food Options: Meat Option, Vego Option, Special Diet Option
- Food Extras: Serving Utensils, Eating Utensils, Cooking Facilities, Cleaning, Napkins, Food Licence, Price Guide, Food Float
- Drink Options: Alcoholic Drinks, Non-Alcoholic Drinks
- Drink Extras: Fridge/Ice, Bottle Openers, Cleaning, Glasses, Bar License, Price Guide, Bar Float
- Kids Stuff/ Kids Zone/ Childcare
- Make/Fill goody bags
- Miscellaneous Venue Setup: Tables/Chairs, First Aid, Podium/ Music Stands, Other Floats, Outdoor Cover, Emergency Stuff (Gaffa Tape)
- Obtain Patrons for event
- Print Programmes
- Staff and volunteer ID (eg. T-Shirts?) for event
- Stalls/Exhibitors/Shopping: Including Sponsors & Charities
Stage 4 - Publicise Event
Essential Tasks
Your attendees will want to get in touch with each other before, during and after the event. Social networking helps people to do this, but it's best if you help to facilitate it in some way.
- Create Marketing Campaign: Decide on strategy/ Target audience/ Methods
- Promote to Events Websites & Gig Guides
- Ensure you have flyers at other similar events
- Lobbying to Community Groups: Find like minded community groups to support the event
- Manage Expectations: Ensure you are clear about expectations from the client, sponsors and superiors before you begin publicising
- Send out Media Releases
- Posters, postcards, flyers and business cards
- Advertise in Print Media
- Publicity Stunts & Press Conferences & Media/VIP/Sponsor Parties (Media Events)
- Radio Appearances
- Reciproical arrangements with similar organisations & events
- Speech Writing: For anyone dealing with media before or during the event & for the speeches that are a part of the event. Ensure all speeches cover different ground - Words, tone, length, number must suit the event
- Targetted mailouts & Guest invites
- Viral marketing: Word of mouth
- Social Media Presence for your event
- Social Media Strategy: Get people talking on Twitter, Facebook, YouTube etc.
- Website: Flyer, Media releases, sponsor logos, pictures, reports, google keyword metadata
- Community Relations: Who else needs to know? Local businesses, MP's and figureheads in community. Who are VIP's?
- Banners
- Bus Shelters
- Marketing through charities
- Marketing through VIPs and Media Figures
- Publicise with Pre-Event Merchandise
- Promotions/Give-Aways: Flyers Giveaways Two-for one Come and Try Competitions
- Research Journalists: Ensure you know which journalists are covering this sort of event at the moment and target your media relations to them. If you don't know then find out!! Read the papers or call!
- Sponsors/Piggy back marketing
- TV appearances
Your attendees will want to get in touch with each other before, during and after the event. Social networking helps people to do this, but it's best if you help to facilitate it in some way.
- Ensure your event has a presence on Twitter, Facebook, Flickr, YouTube etc. USE IT.
- Create a Facebook Event and a group or fan page.
- Make a Twitter list for your attendees.
- Make a Twitter list of your VIPs.
- Ask people if they want to publicly share social networking information to other attendees and share it for them.
- Nominate a hashtag for attendees to use on Twitter, Facebook, Flickr, YouTube etc.
- Remind them of the hashtag on the website, in the programme, etc.
- Promote use of the hashtag! Show the hashtag searches on your website and in a public space at the event.
- Use the hashtag yourself. Ask questions of the attendees.
Stage 5 - Progress Monitoring
Ensure you're heading in the right direction!
Essential Tasks
- Re-Assess original goals: What will ultimately be deemed a success??
- Complete Event Checklist: Run over all details again to ensure everything is organised
- Delegate Chores: Never do anything you can pay someone else less to do
- FOCUS!
- Identify and resolve problems
- Internal Communications: Sponsors and Team: The whole team needs to know exactly where things are up to. Especially front line staff!! Do not rely on "Filter down" method. Send bulk emails, put up notices etc. Sponsors need to be kept informed. Newsletters are great for this!
- Quality and cost monitoring
- Re-Evaluate PR Risks: Is there anything of concern? Do you have community approval to use the venue?
- Review original scope of project and compare
- Review the event brief
- Track Ticket Sales
Stage 6 - During the Event
Essential Tasks
Secondary Tasks
- Crisis Management: Identify a possible crisis early and have a plan ready. How will you handle the PR? Who is the spokesperson? What is the chain of command? Who has the emergency contacts? (Also ensure those contacts know they are being relied upon)
- Keep track of Billeting and Hotel arrangements
- Recording of event: Movie/Music/Photo
- Registration/Front of House/ Security
Ensure Transport is as confirmed
- Venue Set up/Pack up
Secondary Tasks
- Goody Bag distribution
Stage 7 - Post-Event Wrap-Up
Essential Tasks
Secondary Tasks
- Bills/Staff Paid, Repay loans
- Final Reports: Finance/Attendance etc.
- Grants Acquitted
- Return hired goods
- Tax information completed, Accounting checked, Legals finalised and legal entities dissolved
Secondary Tasks
- Project reviewed and evaluated
- Final Newsletter sent to Sponsors
- Thank you letters
- Wrap up Media Release: Were attendance numbers up? etc
- Organise a survival party for anyone involved in running the event!
More Event Lenses
Parties, Festivals - Anything!
I write about events a fair bit. If you liked this lens, here's some more you might like!
More on Event Management
Tips, tricks and advice!
Inspiration and great ideas can come from anywhere - keep your eyes open!
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Have you got any tips?
All suggestions are welcome!
Have you run events before? Were you volunteering or was it corporate? What did you do? How did you manage the event? Did anything go really wrong that you can warn people about? Did anything go perfectly that you'd like to recommend trying?
Have you been to events where something worked really well? Tell us about it!
What did you think?
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by smange
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