Metro Insider

Planning Makes A Perfect Event

If you’re considering to hold an event, it’s success will be determined on how well it was planned. Whether it be a small party, wedding, conference, seminar, concert, fundraiser, training or networking event, planning is key. Here are some tips on how to plan an event from Wild Apricot and About Money.

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• Event objectives – The first step in planning an event is to establish a set of objectives and goals. You should ask yourself a few questions such as what is the event about and what you hope it will accomplish.
• Organize a team – Having a team is crucial to a successful event. Appoint a manager to oversee the entire program and have either subcommittees or people in place to be in charge of such key areas as selecting the venue, catering, publicity, volunteers and speakers.
• Set a theme – Choose a theme for the event so that it will not only stand out from other events but also be attractive to the particular group you are targeting. Consider designing a catchy logo and slogan so that it will be noticed online or through social media.
• Budget – The caterer and venue represent the largest cost of an event. For limited budgets, a buffet is less costly than a served dinner and a disk jockey can save some money rather than having a band. It’s not a bad idea to have a contingency plan for unexpected costs. Keep within what you can afford.
• Sponsors – Seek out sponsors that would not only help with the costs but increase participation. Check out local organizations or businesses as well as national corporations. A local business could sponsor raffle prizes, flowers for the tables or small gifts for participants. Large corporations may be interested in covering the dinner or offering large prizes. Reach out to community organizations who could help with the venue and or provide staffing for the event.
• Create a working plan – You’ll need an overall plan that encompasses a budget, costs, logistics, entertainment, staff and management of guests and speakers.
• Set a date – After you have plans in place, it’s time to set a date. Be aware of religious, state and federal holidays and even school vacations. Check with your speakers, sponsors and special guests to make sure they are available. Give them plenty of notice for the date of the event.
• Publicity – Set up a website or a dedicated web page for the event and use Facebook and Twitter for promotion and updates. Send out press releases to local media detailing the program. Email is a great way for not only promotion and updates, but also providing last minute reminders. Create a Facebook page or a Facebook Event listing where your contacts can spread the word. When using Twitter, create a hashtag and use it on all web pages.
• Post event networking function – Consider having a post event networking function and promote it in your marketing strategy. It’s a great way for your attendees to develop contacts and it will set your event above the others.

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Planning an event can actually be fun and if done right, will be a memorable experience for everyone.