What are the necessary steps for a successful event? What should you consider before organizing an event to avoid mistakes? In this article, we will guide you through the basic steps of the event planning process.
Success takes more than execution. Event organizers are extremely prepared to face all the challenges that will inevitably arise during the event planning process. It’s easy to go into tactics and forget that without strategy, things will inevitably go wrong. The following 5 elements are by no means exhaustive, but can give you a precise idea of the basic elements to take into account for the success of your event.
Define purpose and format
This sounds pretty obvious, but it’s worth having a critical approach to the issue. Formulate your goal as precisely as possible: do you want to pass on the knowledge to the participants? express gratitude to the partners; to raise funds for a project or to offer customers an aesthetic pleasure? The format of the event depends on the answer: its concept, its timing and duration, the distribution of roles within the team, the layout of the hall, the restoration and the sound.
Try not to get stuck in traditional formats. Take a look at “unconference”, PechaKucha, TED format, thematic brunches, online events, outdoor events. What matters is that your format helps to reach the goal of the event.
Pay enough attention to planning
The plan should include logistics, content and promotion of the event. Create a document accessible to the entire team where each member can see the tasks of others and have an overview. Start by preparing a list of the main tasks, and then develop them in as much detail as possible in the form of specific steps to perform. It is important to define the schedule in the plan: the time required to complete a task. It is often underestimated and the preparation is slower than expected.
You can use Google templates, such as Trello, Asana, Podio, for planning. Even a simple Excel will not let you down.
Write your budget taking into account unforeseeable situations
check the list of tasks and reflect them in your budget. It is also interesting to think of a reserve in case of unforeseeable situations. For example, there was an incident in my work when it rained the day of an outdoor event. We immediately had to change the location and move all the equipment and furniture. It is better to think about these things in advance and prepare for them financially.
Tell your audience about your event
Do not underestimate the time needed to promote an event. The type of event, its target audience, internal resources and budget determine your marketing approach. When selecting your media partners, focus on those who target your audience. It is better to have a few targeted partners than to talk about the event to almost everyone.
It is also important to create a key message that will be broadcast on all channels. Make sure it is concise and that it accurately conveys the idea of the event to your audience.
Perform a final check 24 hours before the event
Make sure you inform the participants of the process, invite all important guests, and prepare printed material, audio and video content. Check if everyone understands their tasks and responsibilities and if the space is ready. For this purpose, you can write a checklist, like this one.
A similar checklist can be written for the preparation of the verification on the day of the event: if everything is in place, works, is done on time.
Be sure to print the event schedule and leave a copy for each team member and volunteers. In addition, give everyone the primary contact number of the contact for emergency communication.
Once the event is over, you should always do a thorough assessment to determine how it went – what went well or not, whether you achieved your goals and whether the participants were satisfied. With this information, you can also alert the press to increase brand awareness.
Post-production evaluations are essential for business thinking and to inform future strategy. And if the event was a success, you can start planning your next event!