Event Planning

Events are very diverse. I am sure that you have attended at least one in the past years. Events can be as simple as a birthday celebration or as elaborated as a national conference. I am fortunate to say that I have been part of planning teams for a good number of events; local conventions, organizational fairs, annual meetings, national conferences, veterans stand downs, and yes, weddings that are just as complex.  Furthermore, let’s not forget, family reunions.
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Regardless of the type of event, there are some basic principles to follow in order to obtain a successful outcome. Since all events involve a financial piece, you want to spend a significant amount of time planning to avoid last minutes headaches. So let’s just get into the basics of what we should do. Based on my experience, the following are just some (not all) of the tasks involved to get you started:
 
PART 1: PLANNING YOUR EVENT:

• Prepare an outline or a plan to keep you focused for your event.
• Start by selecting the date and as soon as possible, setup an itemized budget
• Who will be in your team? Family members? An event committee? Volunteers?
• Set up from the get-go the designated dates, times and places for your team to meet and be consistent.
• Select a venue based on your budget and a convenient location.
• Develop a tentative agenda before contacting and booking your speakers, also, identify who the keynote speaker will be.
• Will you have a registration fee?
• Will you need sponsors?
• Get the necessary permits, insurance, etc. early on.
• Draft a layout of the venue, where tables, booths, speakers, VIP’s, parking, security etc. will be and who will be responsible to be on top of this.

 
PART 2: MARKETING YOUR EVENT
Who are your customers? If the event is family related, you just need to worry about the invitations. However, otherwise, you must develop a marketing plan to “sell” your event. If people are not aware of it they will not register and therefore, your event will not have a successful outcome. You can also offer on-line registration and perhaps, a reduce fee for early registration. Use mass mailings, emails, phone calls, social media, etc. You primary goal is to have a smooth and fast on-site registration, where people do not have to wait in line for long. Therefore, and as needed, increase your marketing efforts to register a large number of people before the day of the event.
 
PART 3: THE DAY OF THE EVENT
Your team must be on site hours before the beginning of the event. Since setup is necessary, it should be done the day before or as the venue permit. Do your final walk-through of the plan, detailing how the event is going to flow, reminding everyone who is responsible of what and where to go for trouble shooting. There is no time for error in your logistics plan now.
 
PART 4: EVALUATING AND FOLLOWING-UP
Develop a final report and indicate what went right and what went wrong. Evaluate the attendance and the role the marketing plan played in bringing people to the event. Evaluate the sponsor’s participation and get their feedback to improve next time. If the event generated revenue, did you end up in the red or black? Send out your thank you notes. Finally, identify stars in your team that can take more significant roles in next years’ planning.
 
PART 5: NOW WHAT?
Now is time to start planning again for next year. It is never too early for that.