Wednesday, 17 August 2011

Planning Your Event - What to Consider

If you are new to the event world or have just started out, there are of number of things to consider when planning your event. There is SO much that goes into an event that a lot of people don't know about. Planning an event can be fun but it of course isn't all fun, it is a lot of hard work as well. When you are in the initial planning stages, you need to think about all the little pieces that will allow you to execute a successful event. And believe me there are MANY pieces.

Here is a thorough list of what to consider when planning your event:
  • What is the purpose of your event? Why are you planning and executing this event?
  • What are your event goals/objectives? What is the end result you are hoping for?
  • Who is your target audience? Age, Sex, Income Level, Location, Interests
  • What is your event about? What will happen at your event?
  • Where  and when will your event take place? 
  • What is your budget? 
  • What is your event theme?
  • What kind of decor will you have? Drapes? Lighting? Centerpieces? Linens?
  • Who is involved in the event? What companies/organizations/individuals/departments are involved?
  • What are your event deadlines? What are the various event item deadlines? eg. What is your call for sponsorship deadline? When does collateral need to be printed? When do you need to have confirmed volunteers?
  • How will you promote your event? Depending on your goals, budget, type of event and audience there are a variety of ways to promote your event including: posters, radio advertising, print advertising, TV commercials, local newsletters, email, social media (Twitter, Facebook), media
  • Will your event need sponsors?
  • How will you get sponsors?
  • What marketing materials will you use? Posters, Programs, Signage, Gift Bags, Advertising, Postcards etc.
  • How many staff/volunteers will you need and what are their roles? See my post on Volunteers
  • What is your complete event schedule? This should include setup and teardown
  • Do you need catering? If so, what kind of catering do you want?
  • Do you have a floor plan of your event? Of your setup? A bird's eye view of your whole event
  • Do you need photographers and videographers?
  • Do you need to rent equipment and furniture? 
  • Do you have audio/visual needs? Are there any presentations? Do you need mics? Will there be music playing?
The list can go a little further than the above but those are some of the main planning points to consider. I hope you aren't too overwhelmed ;)


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