8 Simple Steps to Planning Your Event
Are you planning an event where you have to do-it-yourself? If you are going to be producing some form of function like a conference, workshop, or seminar, then there are going to be many factors you will need to consider to ensure that everything runs smoothly.
First things first, take time to answer a number of questions about your event.
- What is the purpose behind the event?
- When is the best time to hold this event?
- How many people do you want to attend your event?
- Where can you accommodate the number of attendees at the time you want to host the event?
- More importantly, how much money will the event cost? I mean, we are on a budget!
These are all questions that must be answered in the event planning stages which is why you may want to consider putting together some form of business plan. By taking each step at a time, with care, you can plan a successful do-it-yourself event within budget!
- Get creative.
Come up with your idea, or vision for the event. In the beginning stages of the event planning, determine what things might be necessary to implement the vision and create a budget. This is going to help you stay focused on the most important details so that you don’t become scattered.
- Brainstorm guest speaker ideas.
If you are going to hold some form of conference or panel, then you are going to need to bring in a keynote speaker. These are the people that your attendees will want to hear speak on stage as they set the tone for the event. You can find a list of event speakers at Keynote Speakers.
Also, you may want to consider bringing in a motivational speaker as they can help inspire your audience. Websites like Motivational Speakers have a great assortment of speakers you can browse through to find a speaker.
- Establish funding sources.
Tap your resources or networking contacts to inquire about possible sources of funding and begin to request money for the event. Find out how much money you will need to pull off the event in entirety, and be sure to have estimates from vendors that you will use for the location, any equipment, food, and personnel necessary for the event.
Depending on the type of event you are hosting, some local community groups may have an interest in your event and might be willing to help sponsor your event by donating money, facilities, or resources. Plan your event far enough in advance to allow for enough time to raise any money that you may need to host the event.
- Find a venue.
Do you need an auditorium, classroom, theater or club? Is your event on the weekend, or during business hours? All these factors will affect your event crowd.
Contact possible venues to find out if they can accommodate your event, checking to see if the dates you request for the event are available. If the venues are available, make a reservation, or ask them to “hold” the date for you. Sometimes, at this point, many venues want a deposit. Find out how much money you can afford as a deposit, and make sure you get a contract about a cancellation policy in writing.
Also, you are going to want to understand how each venue manages their entrance. You want to make sure guests can enter the event flawlessly which is why you might want to consider contactless check-in.
- Select a menu.
Are you planning to feed the 5,000 at your event? Or are you going to have light snacks being served? Will you need a small or large-scale catered food order? Don’t forget the little things like décor and plastic or silverware. You would be surprised about the small things that an event planner can forget amidst all that planning.
- Stay motivated
Managing such an event can start to get stressful after some time. So you are going to need to find ways to keep yourself motivated. According to a recent study conducted by Motivation Ping, they found that the more you are able to chunk down your goals, the easier they are to achieve. So keep things simple so you don’t feel overwhelmed.
- Get the word out.
What’s the point in planning an event that nobody attends? After you have the majority of your event planning needs lined up, it is time to publicize your event. The key to hosting any successful event is to publicize it, and well. Publicize your event as much as possible and make use of every available resource, especially free publicity.
Post on social media, make an advertisement in a local newspaper event calendar. Start an email campaign and email event announcements. These are all easy and effective ways to reach as many people as possible to publicize your event.
- Host the event.
Now that you have every aspect of your event planned, you are ready to hold your event. Be proud that you have organized your event, whether it is your first, or if you are a seasoned event planner!
After your event, make sure to thank your speakers, sponsors, organizers, and vendors for their help with pulling off your event seamlessly. Ask your event attendees for their feedback regarding your event. Create a small survey to help determine what, if any, were weak points or things to improve on for the next event that you plan to host.
Now, you are ready to plan your next big event!