10 Steps to Plan A Successful Event

Whether you were selected to plan an event or if you volunteered to plan for an event, we know it is a huge responsibility with many tasks involved. Here is the basic framework to get you started.

idea-plan-action

Step 1 Determine the Goal of Your Event

Define what objectives and outcomes of the event

Identify target audience and event emphasis

Step 2 Decide on a date and time for the event

Organize a team to handle specific details (for eg. Sourcing venue, sourcing sponsors, logistics, registration, etc)

Step 3 Consider the location and type of facilities needed to host event

When making overall decisions, consider that the event is all about creating a memorable and unique experience for your attendees

Step 4 Organize a team or form partnerships with other organizations to assist with execution of the event

Identify their roles

Step 5 Figure out the finances and budget for the event

Identify realistic and necessary true cost and plan potential revenue and expenses

Step 6 Create a timeline for the event

Outline administrative processes, document who is responsible

Communicate this timeline to everyone involved in the event

Step 7 Determine Key decisions:

  • Program – Determine order of activities, execute agenda items and how to communicate program to attendees
  • Speakers – First, you would have to source for your speakers, and then identify topics, as this is a deciding factor for most of your attendees. Consider the time frame for each speaker and host him or her warmly.
  • Equipment – Identify equipment needed, source for equipment within budget and responsible to pick up and return the equipment
  • Publicity – Identify methods will be used to publicize the event or activity. Make use of both online and offline marketing tools to stay within budget. Appoint someone to be responsible for disseminating information.
Step 8 Take into consideration other special needs, such as:

  • Nice Food
  • Entertainment
  • Decorations
  • Photography/Videography
Step 9 Determine Evaluation Process

Was the event a success, did it manage to fulfill what you initially plan to achieve?

Send out an evaluation and thank you notes to your attendees, this information  would be important for future events

Step 10 Now that you have a basic idea of what planning an event entails, your next step is to get in on the action!