8 Things to Remember When Planning an Event

Planning an event is a big task and it’s not the easiest of tasks either. Even if you’ve planned an event before, you may already know how to go about organising it but it still helps to keep a checklist of all the imperatives. Having said this, here are 8 important steps to nailing your event and realising your ideal vision and end result.

1. Brainstorm a Killer Idea

Ideas are the foundation of any good event. If you want yours to be different, invest a lot of time prior to the event for planning, brainstorming and budgeting. Get a bunch of people in a room and get them to throw around ideas for making this event seamless, unique and profitable.  

2. Identify Your Audience

An event is nothing without people—LOTS of people. You want your event to be packed with people, but you also want quality over quantity. Determining who the best potentials for your event will be is imperative. Ask yourself the following questions:

  • Who is likely to spend money at your event?
  • Who will benefit from the event?
  • To whom is the theme of the event relevant?
  • Where are these people and how can you make them aware of your event?

3. Create the Process

Running an event is hard, but managing your team who help you run it is even harder. Create a process so everyone knows what their responsibility is and remember to include the following in the process:

  • Tickets and access management
  • Staff requirements
  • Signage, lighting and general setup
  • Catering
  • Music & entertainment
  • Parking
  • Cleaning
  • Itinerary for guests

4. Prepare a Press Release

A press release is just a fancy word for marketing. But it’s this kind of marketing that’s going to get the word out to the professionals you want to attract. Get an expert writer to create a press release and decide which mediums you want to use to spread the word (social media, radio, television, sign advertising, handing out flyers, etc.)

5. Market Your Event

Building up hype weeks before your event will get people more interested and excited to attend. Social media is a great way to get people curious about what you are offering. Billboard adds work well for large events, but be sure you are always targeting your ideal audience — or your marketing will fall on deaf ears.

6. Manage Your Staff

Cleaners, cooks, servers and maintenance workers all play an important part in making your event a success. You not only have to source these individuals/companies, you also have to manage them throughout the entire process. A meeting with all staff beforehand will brief everyone involved about how you want to present your theme to guests. Make sure everyone is on the same page.

7. Record Your Event

Documenting your event is an additional marketing strategy that will pay off in the near and distant future. It’s wise to invest in hiring a professional event photographer who knows how to capture a moment from various perspectives.

Don’t risk hiring an amateur for this important task. Professional event photographers can benefit you through the following:

  • Bringing their own equipment and knowing how to use it
  • Capturing the event as a whole
  • Capturing the overall theme & feeling that you’ve envisioned
  • Using experience to focus in on individuals enjoying your event

8. Assess the Outcome

At the end of your event, it is useful to gauge its success.  Some factors you can discuss with your initial brainstormers should include:

  • Did we achieve our main goal?
  • Did we turn a profit (if relevant)?
  • Is there a market for doing this again (elsewhere or within a year)?
  • What mistakes can we learn from for next time?
  • What have guests taken away with them from this event?

All in all, the success factor relies heavily on your outlook. Be upbeat about how things went and take as much from the experience as you can to guarantee future success.

Happy planning!