Are you wondering how to plan an event? Hosting an event is not easy. Preparation is key. This allows you to focus on the important things and enjoy the event. This ultimate guide covers all of the steps necessary to organize an event. It simplifies each step to make event planning easy.
Think about your event’s purpose and audience
What are you looking for your event to accomplish? Although it may seem obvious, staying focused from the beginning on the purpose of your event will allow you to realize your goals. It is important to identify your target audience and begin to plan how you can reach them through marketing and promotion. You’ll be more likely to find and connect with younger audiences on platforms such as TikTok than older ones via more established channels such as Facebook.
Set a budget for the event
Is the goal to make a profit, or to simply cover costs? Perhaps the goal is to raise money for charity or a good cause. Are tickets free of charge or will they be charged? If so, what is the cost? Regardless of what you decide, these questions will allow you to concentrate on the financials of your event, no matter if it’s hosted online or in person.
Choose the date and location
These details will be easier to share with guests or speakers, making your event more compelling. Start thinking about the requirements you have for the venue (location and accessibility, kitchen facilities, liquor license, etc.) before you start reaching out to potential venues.
If your event is taking place virtually, think about the platform that you might use. Zoom is ideal for managing large numbers of attendees. Vimeo offers interactive features such as polls and Q&As.
Now, it’s time to think about timings by drafting an event schedule. Accounting for each minute of your event, whether you are arranging multiple panels or a Q&A session with one author online, will allow you to stay focused on the arrangements and bookings that you need.
Talk to speakers and suppliers
Next, you need to research suppliers when organizing an event. Your event’s success will depend on the people you choose to work with, such as DJs, decorators, food trucks, and face painters. Now is also the time to start securing speakers and checking the availability of presenters and special guests. Check out their past appearances and the type of audience they attract to find out if they are a good fit.
Send a proposal to sponsors
Make a list of the ideal sponsors. You should think about what you need from them, and what you can offer to exchange their support. This could be branded merchandise or a keynote sponsorship. It’s a partnership, so come up with a sponsorship proposal that’s mutually beneficial.
Plan safety and health measures
If you’re hosting your event in person, be covered for all eventualities by conducting a risk assessment and drawing up a health and safety plan to protect suppliers and attendees from potential problems. These restrictions can include social distancing measures and strict personal protective equipment (PPE), so be aware. For virtual events, consider sharing a list of rules and your code of conduct with attendees before the big day.
Promote, promote, and promote
There’s no one-size-fits-all approach to events marketing, so explore all the promotional options available. Teaser campaigns, early-bird deals and other ways to generate buzz are great. When it comes to social media promotion, takeovers and giveaways, you can team up with your sponsors. A unique hashtag can help you encourage user-generated content, and spark a conversation online.
Selling tickets is the next step in organizing an event. Create an event page that is both informative and inspiring. You can customize your event page with Eventbrite to make it extra eye-catching. You should also consider VIP tiers and refund options. Eventbrite also enables you to monitor real-time ticket sales to see how effective your marketing tactics are.
It’s important to make sure you check in with everyone before the event. Everyone. Send instructions to attendees on how to locate the venue and how to log into your video hosting platform. Check in with suppliers to confirm timings and ask speakers for any special requests. These conversations can save you valuable time and help you plan ahead.
Create a contingency plan
It’s important to prepare for all possible outcomes, even though you have put a lot of effort into making your event run smoothly. That way, you can come up with a plan for how you might respond to unforeseen obstacles (like speakers cancelling, a venue falling through, or changing COVID-19 restrictions) and put measures like clear refund policies and virtual back-ups in place to help avoid potential catastrophes.
Check out your “little extras.” checklist.
Take a moment to review your event schedule before the big day. Consider whether you missed anything. You can save yourself some embarrassment by having signs pointing to the venue and trash bags and bins scattered around the site. Double-check the platform settings for virtual events. This will allow you to present a polished presentation.
Delegate where possible, listen to the advice of experienced event planners, and don’t be afraid to ask for help. This means that you should share important information such as the event schedule and contact information with others so that someone can always access it when you need it. After that, you can relax and enjoy your event.
Remember to do post-event activities
You might convince people to buy tickets by posting pictures and sharing messages from attendees on social networks. FOMO is something that no one wants to experience. It is a good idea also to personally thank vendors and sponsors to express gratitude and ask for their feedback. Learn from their feedback and consider what you can do to improve your next event.
Your event’s success can be measured
Key metrics such as attendee numbers and profit, lead generation, survey responses, and profit are important. What gets measured, as they say, gets managed. You can tweak each event to improve its success and make it more successful than your original goals by spending a little time after each one.
Planning your event at least four to six months ahead of time will make it easier to realize any idea. These event company Manchester steps will help you improve your event organizing skills.