The Ultimate Guide to Event Planning
There are so many elements that make up a successful event. Because there’s so much to think about you might end up missing something that could transform the event into something truly spectacular.
That’s unlikely however if you take a look at this go-to guide for event planning. We’ve broken the process down into nine key chapters that you’ll need to take into consideration. Under each of these chapters you’ll find articles that speak about the various elements that make up each topic.
This is one of the most comprehensive guides to event planning you will see this year. It’s a bold claim we know, but we really have gathered some of the very best resources from around the web to make up this guide.
Just take a look:
Work to the best of your capabilities with these organisational tips
It's important to stay focussed and organised while planning an event. Otherwise the work can pile up and become overwhelming.
Many event planners make use of technology to stay on top of their workload (apps, software, networks et cetera). Others use more traditional methods such as creating a timeline or table.
Not only is it about getting organised to begin with i.e. starting the planning process; organisers need to stay on track and not let procrastination get the better of them.
- 10 Tech Tools that Help Event Planners Do Their Job
- How to Plan and Organize a Big Event
- Staying Organized
- How to Stop Procrastinating by Procrastinating
Establish strong goals for your event to maximise success
Setting out the main goals for the event is the very first thing you need to do when planning an event. That's because these goals will have an effect on every other step of the process.
This means taking the time to establish exactly what you're hoping to achieve with the event you're planning, then how you're going to achieve that. Finally, you need to ensure your team are on board and fully aware of your goals.
Get a budget together without too much stress
Putting a budget together is arguably the most difficult part of organising an event. Event organisers need to create a realistic budget that covers all possibilities.
It's a two-fold process that involves working out how much money you will need and where the money is going to come from.
If the final budget doesn't quite meet your expectations then it's time to start looking at where you can cut costs.
Make sure the venue, food and decor are just perfect
Now we're moving on to the real substance of the event, the physical location. Take a look at expert advice in order to figure out exactly what you should be looking for in a venue. Essentially you need to make sure the venue can accomplish exactly what you require.
Similarly, it's important to get the food and decor right. And there's much more to it than you might initially think. These elements contribute to the overall atmosphere of the event, plus it's one of the main things guests will remember about the event.
Create the most effective events programme possible
When it comes to setting up the schedule for the day, there's a knack to it. There's a lot to take into consideration when deciding when and where particular portions should be scheduled. For example, you can't bombard guests with too much when they first arrive as they're just settling in.
You may also want to consider a different model for the content of the event and the way it's mapped out. Why not be unique?
Choose the right speaker or entertainment
Another part of the event that guests will really remember is the speaker or entertainment. If it's bad they'll forget this segment; if it's good they could remember it for a lifetime.
Mind map ideas and look back at your goals to see what kind of speaker or entertainment will be the right fit for your event. Find the best speakers/entertainers in the field and peruse your options.
Checking the credentials and reviews of a speaker is important, as well as finding out how engaged they will be in the event e.g. do they know your demographic? Will they take part in a Q&A?
- 10 Signs You Are Hiring an Awesome Conference Speaker
- 100 Great Leadership Speakers for Your Next Conference
- The 100 Most-Wanted Speakers at Tech Conferences
- Top 25 Most Engaging Speakers at HR Conferences
- TED Speakers
- 55 Creative Entertainment Ideas for Your Next Event or Meeting
- Choosing a Band & Entertainment for a Wedding or Special Event
Have people queuing to sign up for your event using these marketing tools
There will be no event to speak of without the guests. And this means you'll have to do some marketing to lure in lots of attendees.
Perhaps the best way to do this is to target potential guests using social media. Don't forget there are also traditional marketing tactics that could prove to be just as effective or at least complimentary to other tactics.
Make use of social media to maximise audience engagement
The use of social media at events is on the rise. Event planners are coming up with innovative ways to increase audience engagement at events with the use of social media.
This might involve sharing special content with your guests, as well as encouraging interaction through channels such as Twitter.
There are some really unbelievable tips and ideas within these resources. You may also want to come up with your own ways to use social media at an event and become a trendsetter!
Get the most out of your event by continuing to engage guests
The work doesn't stop when the event is over. Common practice dictates that there are certain things organisers need to follow up afterwards, such as simply thanking your guests for their attendance.
Then there's the need to include some sort of assessment to see what guests have taken away from the event. You might also want to continue to share related content in order to keep the event fresh in people's minds.
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