10 Steps To Get You Started With Event Planning
Stepping into the event planning world can be overwhelming, to say the least, so we put together a step-by-step guide to help get you started. You may be asking “what is event planning?” and we’re glad you asked. Event planning is the application of project management to the development and creation of various scaled events. So what does an event planner do? An event planner is someone whose profession is to arrange all of the tasks and details of various events such as weddings, concerts, themed parties, and so forth.
Tips for Planning an Event
When it comes to all the different types of events to plan, we came up with 10 event planning tips to help get you started.
1. Establish a Budget
The very first thing you will want to do is create a budget. When discussing your client’s vision, you will want to align on the type of budget they will need to achieve everything they want and realistically, with what they can afford. You can also divide the budget out into buckets for event venue space, décor, furniture, catering and so forth.
2. Set Goals and Objectives
You will want to make sure you align with the client on their goals and objectives. Knowing what they want to achieve and accomplish for their event will help you plan accordingly. This can be very helpful as you begin to create event flow, themes and different activities at the event.
3. Set a Date
When considering setting your date, you will want to consider the scale and scope of the event in order to give yourself enough time to plan. You will want to make sure you consider holidays and major events happening so that you don’t have a conflict of interest.
4. Organize a Team
You will also want to make sure you create a reliable team. This team will help handle all of the efforts and you can delegate different tasks accordingly. Building a strong team will ensure great results all the way through event execution.
5. Brand Your Event
In order to make your event stand out, you will want to choose a compelling theme to capture people’s attention. Coming up with an attention-grabbing name can create memorable branding and can be an effective tool to get the word out about your event. Coming up with designed merchandise such as water bottles, shirts and bags will make people walk advertisements.
6. Identify Partnerships and Sponsorships
Are there certain organizations you can partner with to decrease your costs and increase reach and participation? When you involve additional people and groups in your event, they have a stake in helping spread the word and ensuring your event is successful.
7. Create a Process
You will want to make sure you have a way to track everything for your event. Lists are going to be your best friend so make sure you are keeping track of the budget, guest count, speakers, performers, ticket sales, and so forth.
8. Create a Masterplan
Your master plan should be a giant blueprint of your entire event. What type of venue to host events did you go with? Corporate event venue? Private party venue? Birthday party venue? You will want to include your event flow with presenters, activities/entertainment, branding, publicity and so forth. This will be the document you turn to throughout the whole process.
9. Create a Publicity Plan
It doesn’t matter how great your event is if no one walks through the door. Publicity is what makes people come to your event. You will want a website and landing page, email blasts with save-the-dates, social media presence, and then build media relations and outreach to have the best turnout for your event.
10. Evaluate Your Event
Finally, you will want to evaluate the success of your event. Using your goals and objectives, how will you measure? Will the success be based on attendance? Money you raised? How you engaged the public through publicity? This will be important for planning future events.
We hope this step-by-step guide helps you get started on your event planning journey. At Ovation Square, we always help our clients at every step along the way and would be more than happy to discuss with you as you begin planning your next event.
Frequently Asked Questions
Q: Can the event space make or break my event?
A: We think yes. The venue sets the tone for so many different aspects of the event. Making sure you have the right space is crucial.
Q: Can you help me create a publicity plan?
A: Yes! Based on goals and objectives, we can help plan and guide the best communication outlets to make sure you have a great turnout at your event.
Q: If I don’t have an established team, can you help me create one?
A: Yes, that’s what we do best. With the various connections we have throughout the industry, we can ensure you have everything you need from start to finish.