Marketeering Blog
How To Plan An Event
TABLE OF CONTENTS
TABLE OF CONTENTS
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.
Related Article: Preparing for a Networking Event
- 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.
Related Article: Networking for Qualified Referrals
Planning an event can actually be fun and if done right, will be a memorable experience for everyone.
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FAQ’s
What are the initial steps in planning an event?
The initial steps in event planning include defining the event’s purpose and goals, determining the budget, selecting a suitable date and venue, and creating a detailed project plan that outlines tasks, timelines, and responsibilities.
How do I choose the right venue for my event?
Choose the right venue by considering factors such as the event’s size, type, target audience, location, accessibility, and budget. Also, think about the venue’s layout, available amenities, and any additional services they offer that could facilitate your event planning.
What should be included in an event marketing plan?
An event marketing plan should include a comprehensive strategy for promoting the event to your target audience. This should involve a mix of online and offline marketing tactics, such as social media campaigns, email marketing, partnerships, press releases, and promotional materials.
How far in advance should I start planning my event?
The time frame for planning an event varies depending on its size and complexity, but it’s generally recommended to start at least several months in advance for small to medium-sized events, and up to a year or more for large-scale events.
How can I ensure that the event runs smoothly on the day?
To ensure the event runs smoothly, have a clearly defined event schedule, a solid contingency plan for unexpected issues, and a team of reliable staff and volunteers who know their roles and responsibilities. Conduct a run-through before the event to iron out any potential problems.
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Mathew Phillips | Digital Marketing Specialist
Mathew Phillips is an expert in digital marketing and lead generation services. Mathew has a passion for all things digital marketing from website design and search engine optimization to digital advertising, email marketing and social media.
