Event Planning is a big job with many moving parts. It’s a good idea to break down the process into manageable chunks that are easier to tackle. Here are a few key areas to start with:
Nailing down a rough estimate of your budget is important early on. This can help prevent your event from getting out of control later on in the planning stages. It can also be a great way to get the support of your stakeholders, donors or sponsors and let them know what they can expect from you in terms of returns on investment.
Nailing down the right venue is a key component to any event. The space needs to be able to meet your requirements in terms of seating, staging and sound capabilities. It also needs to be in a location that is accessible for attendees. Additionally, it’s a good idea to plan out different points of entry to the venue for ushers, caterers, stage managers and technical people. This can help alleviate traffic bottlenecks during the day of your event.
Big events require a large team of volunteers to help make the event happen. This can include recruiting, training and scheduling volunteers. Speakers:
A big event usually requires a keynote speaker and/or multiple speakers. This can include researching talent, writing contracts, curating their presentations and scheduling them. This is often a time-consuming part of the planning process that can impact the rest of the event’s timeline.
Often overlooked, this is a vital aspect of your event’s success. This includes social media campaigns, email drips and traditional print advertisements. This helps drive attendance and sponsorships, as well as ensuring that your goals are met or exceeded.
The right team can turn an overwhelming task into a piece of cake. This includes your event director or manager, a project coordinator or manager and assistants, interns, etc. Make sure that they all have the right skill sets and are a fit for your organization. It’s important to test new hires at smaller, less intensive events before putting them in charge of an event that will be more demanding.
Creating and implementing an effective strategy to delegate tasks can help you avoid burnout on your team. It’s also a good idea to provide your team with the right tools and technology so that they can do their jobs effectively. For example, using a software platform that integrates with your other systems can reduce the number of apps that you need to use for the day of your event.
Finally, remember that change is the only constant when it comes to events. Whether it’s your keynote speaker canceling, inclement weather or higher or lower than expected attendance, it’s crucial to plan for these occurrences. Having contingency plans can make the difference between success and disaster when it comes to your next event. So, when things don’t go exactly as planned, stay calm and implement your backup plans.