10 Event Planning Tips
Creating an event may be difficult and stressful, we have created a list of helpful event tips you could use for your next event and master the fine art of planning an event.
1. Create a Specific Goal and Purpose
One of the first things you will need to do is set a specific goal for the event. This will ensure that your event team stays focused on the details throughout the planning stage, from choosing a venue to gaining sponsors.
2. Get Ready to Negotiate
This is a significant event planning tip. Although some venues, managers, sponsors and most people are prepared to negotiate to make the best deal for both sides. Try exercising your skills and get to the point. Decide what you want in advance and have a backup deal if you get pushed back.
3. Have a Comprehensive Plan
Your event plan should be a comprehensive document that outlines everything related to your event, from the vision and objectives to the logistical details. This list will help you stay organized, save time and keep you on track as you work out your project plan. It’s also a great resource for the team and guests from the organization or group you are planning the event for.
Make sure to include the following in your event plan:
Vision and objectives
Guestlist including contact information
Menu and catering details
Transportation and parking information
You should also have a promotional plan that outlines how you will market your event. The event program is also a critical document that should be included in your event plan. This document will list the order of events and who is participating in each one. In addition, the event schedule should include the times of key events and who is responsible for each task.
An event checklist is also an essential part of your event plan. This is a list of things you need to do before, during, and after the event.
4. Choose Your Event Space Carefully
When planning your venue, choosing your event space is one of the most important decisions you will make. If it’s a corporate function, then location and size are critical, but if it’s a wedding or other personal event, things such as ambiance might be more important than location. Try making a list of all the potential venues and make appointments to visit them, it’s better to look at them visually than to look at photos.
5. Work on a Budget
Before you start planning your event, it’s important to have a realistic idea of how much money you’re willing to spend. This includes the cost of the venue, catering, decorations, entertainment and any other miscellaneous expenses that might come up. 6. Lock Sponsors in Early
The key to successful event planning, secure your sponsors early. It may be even more stressful trying to secure your sponsors if you do it late or budget and organize without any confirmation.
7. Get Social
NETWORK! NETWORK! NETWORK! Never miss an opportunity of networking. Ensure yourself, your team and everyone is involved on social media or in the outside world. Try mobilizing your networks to stay in close contact with the venues and vendors.
8. Learn how to do marketing
One of the most significant components of every guest event planning tips list is to nail the marketing. If you want to entice people and have people be excited about your event, you need to learn how to get the marketing just right. It would help if you learned how to access all social media, influencers, content marketing, PR and more. When planning your event, decide whether you have the skillset and capabilities to take on the marketing role or bring someone in with this expertise and create a budget around this area.
9. Do a run-through
Regardless of whether you think it is perfect, EVERY EVENT deserves a run-through. Schedule a rehearsal with staff, volunteers and (if possible) presenters on hand - maybe a week before the event. This leaves you enough time to make any significant changes to the event program and gives you enough time to prepare.
10. Follow up with everyone
Always Always Always follow up. Follow up with every individual by email a week after the event. In the email, you could include a link to a feedback survey collecting any actionable advice by asking questions specific to each group:
For participants and staff, ask each person to rate your vendors, and your venue and leave any comments they have on the event's overall organization.
For Volunteers, ask each person to evaluate their team leader and their team organization
Also, attendees want to ask for their feedback on how the event went.
Lastly, send thank you emails to the venue and all of the vendors who made the event possible. You always want to stay connected to each of these parties for any other future event, and ensure that they are thanked and appreciated for all their hard work.