All events start with a good plan. Behind every well executed event, are several steps leading up to the big day. Here are some tips to get you started in the planning process.
1. Decide what the objective of your event is.
Are you planning a wedding? An anniversary party? A fundraiser? The first step to making your event a success is to ask yourself What do I hope to achieve with this event and why am I doing this? Your goal could be a specific number of guests, raising awareness for a cause, or donations for an organization. By setting a goal, you provide you and your team with direction, vision and quantifiable measures to determine the success of the event.
2. Establish a budget
Arguably the most important part of planning any event, a set budget will help guide the rest of your planning process. Ensure you include a budget line for all aspects of the budget including: venue, insurance, catering, entertainment, décor, A/V & miscellaneous. If you are running, or are a part of, an event planning company, software, marketing and staff expenses should also be included in the budget.
3. Determine Roles of Those Involved
You may be working with a larger team. Defining the roles each person will take on is essential to smooth planning for an event. Assigning tasks ensures that the details are taken care of and team members are held accountable. Depending on the specific event, you may consider having team members responsible for: venue management, entertainment, volunteer management, publicity & marketing, sponsors & speakers.
4. Set a Date
This date may have been set previously, by a client or as a recurring event. When selecting or confirming a date, consider: statutory and religious holidays, school holiday periods, & the schedule of key participants like speakers or presenters. Always make sure you've given yourself enough time to plan the event. The scope of your event will determine just how much time you need, but ideally you should have no less than 4 months of planning time.
5. Book your Venue
Booking the venue and setting the date will go hand-in-hand to ensure the venue you want is available for the date you want it. When selecting a venue, it is important to consider: accessibility, available parking, insurance, size, AV capabilities & associated costs. All of these factors will determine if a venue is appropriate for the event you are hosting.
6. Create your Master Plan
This will be the meat and potatoes of the planning process, so to speak. Your Master Plan will include details, directions and requirement for every aspect of the event. You can organize your Master Plan in several different ways, but ensure you include specifics for the following:
Venue Management & Logistics
Catering Management
Registration & RSVPs
Activities
Entertainment
Speakers, Presenters & VIP Guests
Volunteer Management
Promotion & Publicity
Make sure you include any contracts, insurance, permits, promotional examples, payment information, tracking for RSVPs & a detailed timeline in your plan. Having several deadlines during the planning process and checking in with the progress regularly will keep you on track and on time with deliverables.
7. Create a "Day of" Schedule
Creating a schedule for the day of the event will be crucial to making it run smoothly. Using your Master Plan as a guide, you can determine what needs to be done on the day of your event, and in what order tasks should be completed. This schedule will keep you on track to have all tasks completed before the event begins, and provide a timeline for those that will occur during the event (like serving dinner, presentations and speeches). A detailed "Day of" schedule will relieve a lot of stress on an already busy and exhausting day.
BONUS TIP
Following any event, it is important to review what went well and where you could improve. Checking in post-event will ensure you aren't repeating the same mistakes and help identify your strengths.
No matter the event, you will need a detailed plan to make sure it goes smoothly. In the words of Benjamin Franklin, "If you fail to plan, you are planning to fail.".
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