Planning Tips & Advice
Each event is different, but there are some similarities in the way you can approach the planning process. Follow these tips to help you plan and organize that special day.
What are you aiming to achieve?
This will give you the answers to a number of the other questions. Do you want an informal event where people have the opportunity to network with one another, perhaps at a venue where there is something of interest to get people interacting with one another? Alternatively are you looking for a more formal event, perhaps with a seated dinner / speeches / awards? If it is a conference / meeting event do you need to host the event somewhere special in order to attract your target audience? Are you looking to run a number of consecutive meetings and so do you need a venue with multiple rooms? These are just a few ideas, but having an understanding of what you want to achieve will also help your venue and catering suppliers work with you to meet all your expectations.
Develop strategies for success
Get a clear understanding of the purpose of your event. For birthdays and anniversaries the purpose is fairly obvious. But events for work or social organizations probably need a little more definition. Make sure you know why there will be an event and the anticipated outcome.
Make sure the purpose for the special event is important enough to merit the time and expense needed to properly stage, publicize and evaluate the event.
Carefully match the type of event that is selected to the purpose that it serves. Do you want to reach out to new users or thank your supporters? Start planning at least three months, and in many cases, a year ahead of time. Develop ways to evaluate the event's success. Measurable event objectives may include attendance, the amount of money raised.
Set the goals for your event. How many people do you expect? If this is a repeat event are you trying to get a larger turnout than last year? Determine what you wish your attendees to gain from the event. A checklist provides a step-by-step guide to organizing and executing a special event.
Create a budget
Set your event budget. This should be a top priority. How much can you or how much are you willing to spend? Will the event produce revenue from registrations? Or are you paying for the event by yourself.
Consider logistics
With many activities going on simultaneously, there are many details to be checked. Major areas to consider and plan for include: size of space or building used, utility support needed, setup (tables and chairs, parking, signage) coordination, cleanup, emergency plans, and transportation.
Select your date and location
Who is coming to the event and where are the majority of them coming from? Make it simple for people to say "yes" to attend your event by making the location easily accessible. A clear map of where the venue is will ensure your guests know exactly where they are going on the day. When you are considering a location you will want to keep in mind the following:
- Room capacity. Is it too large or too small? Remember that if you're having a lunch or dinner for 200 people you need to consider serving space and whether you will need any audiovisual equipment.
- Lighting. Subtle lighting is nice for meal and social functions. But if you are planning an all day workshop on accounting methods, you will want to make sure there is adequate lighting in the room.
- Parking. Is there adequate parking for your guest needs? Will they have to pay for parking? How far will they have to walk from the parking area to the event?
- Phone connections. Will you need phone access during the event? Will your exhibitors need access? Are there any restrictions or limitations on wireless phone service in your event location?
- PC/Internet access. This could be important for your exhibitors.
Project Timeline
Working backward from your selected date(s) try to set up a project timeline with mandatory tasks that must be accomplished by specific dates. Some of the things you may want to make sure that are on your timeline could be:
- When to make your first announcement of the event.
- Prepare and print promotional materials (brochures, invitations, etc.)
- Select caterer/menu
- Select entertainment
- Select decorations/florist
- Determine audio-visual needs
- Select overnight accommodations, if needed
- Secure transportation if necessary
- Review and sign necessary contracts
- Select and confirm speakers
- Finalise your agenda/program
- Confirm attendees
- Prepare materials for event
- Prepare name badges
- Prepare any necessary signage
- Prepare materials to be shipped to event location
- Set up on site
- Re-confirm details
- Enjoy the event
Special Licenses
Determine if you need any special licenses or permits to host your event. This could be anything from arranging fees and permission for using recorded music to arranging to have sections of a major street blocked off for traffic control.
Plan publicity
Ask yourself if you are planning to notify the media. Is your event something that would be of interest to the general public? Or do you prefer for the event to remain private?
Promoting a special event takes creative thinking balanced with practicality. The primary objective is to publicize the event, but secondary objectives should be considered.
- Are you trying to inform, educate or entertain?
- Increase awareness or attendance of the event?
- Build a base support from a specific audience?
- Facilitate good community relations?
Evaluate the event
Take time to evaluate right after the event while the details are still fresh in your mind. You may want to consider having a questionnaire for participants to fill out. Some general evaluating criteria include:
- Did the event fulfill its goals and objectives? Why or why not?
- Identify what worked and what needs fine-tuning. Which suppliers would you use again?
- What items were missing on the checklist?
- Was the event well attended?
- Was informal and formal feedback about the event positive?
- Given all that went into staging, was it worth doing?
Not all of these suggestions will apply to your event. However by using these tips you will soon be able to develop a check list of your own. Most importantly, be flexible. Realize from the start that not everything will go as planned. You've done all the planning and preparation.