What Is an Event Plan?

An event plan is a sequence of steps that need to be taken to properly execute and manage an event.

16:31 01 December 2021

What Is an Event Plan?

An event plan is a sequence of steps that need to be taken to properly execute and manage an event to come off without a hitch on time and within budget.

 

How to Plan an Event?

There are several steps you can take on your own or with the help of professionals to make sure your event runs smoothly:

 

1. Set goals for the type of experience you want guests to have at your party - casual or elegant? You can then choose appropriate venues and guest lists accordingly and give yourself more than enough time for planning, invitations and preparations. Also, set out realistic goals for your event.
2. Obtain permits, licenses, and insurance coverage. Permits are required in some cases; others may be contingent upon approval from the community or sponsor. The cost of this one-time expense depends on your location but is usually relatively cheap (usually under $100). Insurance protects you against lawsuits that may arise out of people getting injured at your party due to something lacking safety precautions or because of malicious intent.
3. You'll also need to think about how many guests you can accommodate. Whether all food and drinks must be catered by a restaurant or bar (and possibly already included in the price), what time events will start and end, whether there's space for entertainment like live music, contests, games, etc.
4. If you have any contest or game at your party, make sure you have all the details worked out ahead of time. For example, what are the terms for winning? What do winners win? Is there a registration fee for anyone who wants to enter the drawing or play the games?
5. The length of an event can be crucial because it determines how much food and drink to provide. A three-hour cocktail party will require less food than a five-hour reception with an open bar because people's appetites might start to wane after standing around mingling for two hours straight.

 

Event Planning Key Elements

Event planning is an important task that can take many forms. Whether it's for a wedding, bar mitzvah, or business conference, the person encouraging others to attend an event will need to remember that they are ultimately responsible for how it turns out. They may even have to deal with the consequences of failure.

 

Below you will find a list of elements that should always be included in what makes up a successful event:

 

Event: The first element is the actual set date, time, and location where attendees can physically go and interact with each other and the speaker(s) who will be speaking at the event. This means you must also include information about parking availability so people can easily access said location.

 

You could include the cost of parking and food, if applicable. If there is a dress code, mention that, so attendees keep it in mind when preparing for the event.

 

Budget: It's essential to determine how much you can spend on your event and set realistic goals such as funding from local businesses or applying for grants, so you know exactly what funds will be available at all times leading up to your event.

 

Venue: The venue is where all of the events will happen, so it needs to be chosen carefully according to what kind of atmosphere you are trying to create while still ensuring that the location meets specific criteria like having enough space for occupancy or readily accessible bathrooms.

 

Depending on your event, you might even want some supporting amenities such as a parking lot or a kitchen that you can use for food preparation.

 

Marketing: This involves getting the word out about your event in several different ways to see which avenues are most effective. It may include making flyers, hanging posters in strategic locations, and advertising through social media sites like Facebook, among other things.

 

Also, please consider how much this will cost you when setting your budget because some methods might prove more expensive than others.

 

Advertising: Like with marketing, advertising must also be done well in advance to promote the upcoming event to ensure maximum attendance by attendees interested in the subject matter at hand, which would not otherwise know about it. Word of mouth, social media, and email blasts are all effective ways to do this.

 

Volunteers: If you have a large event with many different aspects to take care of which you cannot realistically handle by yourself, then it's vital to get at least one or two people who can help you out with the tasks that need to be taken care of, like handing out flyers in public areas or putting up posters where they're allowed.

 

These will come in handy, mainly if they occur during business hours when other people would generally be able to help but aren't available.

 

Speakers: The speakers are the reason everyone is there, so make sure their presentation style is not too dry or dull instead of a good quality spoken in an easily digestible manner.

 

This would be the central part of your event that will either make it successful or unsuccessful, so don't mess it up by hiring someone who doesn't know what they are talking about or can't get anyone interested based on their presentation style.

 

You could also include pre-recorded speakers if that person does not live locally and cannot be there in person.

 

Sponsors: It may not be easy to get sponsorship for an event and pay for advertising and marketing. But this should always be done because those companies can benefit from this type of exposure and promote their products and services to attendees before, during, and after the event itself, which helps your event become more successful.

 

Production: This includes getting the word out about your event to attendees, keeping track of all expenses before, during, and after the event itself.

 

This is to ensure you are not overspending on things that can better be done by someone else, preparing signs or banners that can be used at said event, and any other general needs that might arise that will need attention for everything to go smoothly.

 

Stage: Consider having a stage drop down from the ceiling with necessary equipment like speakers and microphones. Hence, presenters have an area where they can stand behind while presenting themselves so everyone can see them clearly without interference from random people walking around or anything blocking their view.

 

Attendees: The last but not least important element of your event is the attendees who will be there to either partake in or watch whatever it is you're holding your event for. Make sure they are given ample space to sit and move around and information on what they can expect from this event, such as confident speakers, demonstrations, lectures, etc.

 

Otherwise, the attendance rate might not reflect how much work you've put into planning a fantastic event that could end up being a failure due to lack of interest because people didn't know what to expect when they got there.

 

Event Steps

Creating an event planner is the first step in planning an event. The following are the significant steps you should follow when creating your event plan:

 

1. Decide on a date for your event. If possible, choose a non-holiday weekend. People may be more likely to attend events during the week than over weekends. Also, consider what time of day you want it to take place (afternoon or evening).
2. Select the type of guests you want at your party. Casual or upscale? Will there be children? Decide who will attend based on what environment would make them most comfortable and appropriate for your purpose. For example, friends might feel out of place at a formal cocktail party, so invite them to a casual taco bar instead.
3. Decide on the number of guests you'll invite. Then, figure out how many invitations you need based on what RSVPs would be "acceptable." (For example, if you're having a sit-down dinner for 20 people, ten no-shows might be considered acceptable) And other logistical considerations like the size of your guest list or the amount of space at your venue.
4. Consider whether there should be additional activities or entertainment besides mingling with guests (face painting, drawing contests, scavenger hunts). This might help make people more comfortable in an unfamiliar environment. If so, determine which activities will best fit your budget and guest list.
5. Invite guests via email, phone call, or personal visits. Email is usually the most effective because you can send a mass message to everyone on your guest list at once, and guests may not remember what they've RSVP'd.
6. Determine whether there should be a dress code (casual or formal). This will help you plan other details like catering and venue space.
7. Ask people to RSVP with an invitation but don't wait too long before planning your event - guests might forget, or something else could come up that prevents them from attending after all.
8. Figure out how much it would cost for each person if you're hosting a dinner party, cocktail reception, or any other type of event where food and drinks are included in the ticket price.
9. Set a budget for your event and stick to it.
10. Ensure you have an emergency phone number of the venue if anything happens (fire, power outage, etc.)

 

Event Tips

• The more formal your party is, the more guests will be dressed up, so keep this in mind while planning food and drinks. For example, don't serve hotdogs and nachos at a cocktail reception!
• Figure out how much it would cost if each person were to attend your party; then, add that amount onto the total of what you're asking people to pay as their ticket fee (if any). For example, if your party costs $60 head and you're charging people $10 to attend, your total cost would be $70.
• Don't forget to figure out the time the party will take place. Will it be a three-hour cocktail reception or an eight-hour brunch?

 

Event Checklist

Give yourself plenty of time to plan an event. You don't want last-minute stress! The following are some basic steps you should follow when planning your next event:

 

Goals and Objectives

• Why do you have this conference?
• What is the purpose behind it?
• Business, pleasure, education, etc.?

 

Plan your goals and objectives carefully. Ensure that your planning will help meet or achieve them.

 

Event Budget

• What is the total amount for this conference?
• How much of this budget has been paid to date?
• What about left to pay?
• Who is responsible for spending money on particular items within the budget list below?
• Will any of these expenses be reimbursed by sponsors or other sources?

 

Date and Venue

• When does your event start, and when does it stop? Define all limits!
• Also, decide whether you will have separate sessions for one day or an all-day event? Don't forget to select a convention center or hotel with ample meeting space for your anticipated number of attendees.

 

Speakers

• Who are the speakers?
• What are their qualifications?
• How long will they be speaking during each session?
• Do they have samples of work that you can use in promotional materials, handouts, etc.?

 

Sponsors

What type of sponsorship package would suit your requirements best? Make sure to do thorough research on the sponsors you plan to approach and follow up accordingly. You don't want to waste valuable time reaching out repeatedly without receiving a response from them. Decide what companies are most likely to be able to meet your needs based on your available budget.

 

Website

• What is the purpose of your website?
• Is it to have a page for each speaker, or will you have ongoing updates about the conference itself?
• Will the site be used as an interactive tool before, during, and after the event?

 

Research other websites in your industry to see what's out there so you can decide what would best suit your needs.

 

Event Advertising and Marketing

• Who are you trying to reach with your marketing efforts?
• How are they going to hear about this event?

 

Social media, flyers/postcards/pamphlets at universities/offices, press releases sent directly to newspapers, write down all possible ways people can find out about your event! Then make sure that every method is covered.

 

Finalizing

What's left to do?

 

Make a list of the tasks that should be completed or have been completed. Create a timetable for each step and assign roles to people involved in your event planning team (e.g., who should write Xyz, send an email to ABC, etc.).

 

Now sit back and enjoy all your hard work!

 

Tip: One of the essential aspects of event planning is managing your budget and timelines. That's why it's crucial to use a virtual event management platform, which has features designed explicitly with event managers in mind!

 

It will make tracking costs easy; you can set automated alerts so nothing falls through the cracks and communicate more efficiently by using a shared portal where everyone has access.

 

Team reporting becomes simpler because everything, including documents, is stored in one place, reducing stress among parties involved while increasing efficiency.