Event planning and organizing can be really tricky. Each and every of these is quite unique, but still, there are a lot of details that will come from other events so we can suggest a few strategies and practices that will generally apply to almost any occasion.
The 10 steps to get you started with organizing an event.
1. Develop Event Goal and Objective
The very first step of organizing is to establish the goal and objectives, what are you hoping to achieve and why.
What is your objective? Are you a company that’s trying to raise awareness for a cause? Knowing the reason why you are organizing will be the key to a successful event.
2. Getting Your Team
No event can be planned and executed by one person, quite the opposite a successful athering, even on a small scale, takes a collective team effort to pull off.
For this, we suggest you identify a man in charge, and individual sub-managers for subcommittees, such as venue management, speakers, publicity, sponsors, volunteer management, entertainment, and more.
Assigning roles for subcommittees will help you manage the whole team.
3. Set a Date
When selecting a date for your new event, it is always smart to consider a few things. Depending on the nature of the occasion, always have 3 to 6 months to plan. Be sure that the date does not match any religious or statutory holiday, school holidays such as spring break or winter holiday, and always check the schedule with the key participants such as speakers, presenters, VIP guests, etc.
4. Brand the Event
If you want your brand to stand out, then always choose a theme that sets you apart from the competitors. This means a dynamic theme that will go hand in hand with the actual event name and will bring key attention through online media.
Make sure to brainstorm names, create a short, memorable branding slogan that will best describe the cause, and design the logo. The logo is your final step in branding the event. It can instantly skyrocket your publicity and offer you branding options such as t-shirts, bags, water bottles, etc.
5. Create your Master Plan
This plan will include:
- The venue, logistics and catering management, and everything from contracts and permits, to insurance.
- Identifying the speakers and presenters.
- All the activities and entertainment.
- All the media publicity and promotion, both online and offline. These aspects are webpage and online promotions, event calendars, printed programs, media relations, signage, social media platforms, etc.
When creating the master plan, make sure to create a detailed timeline, so that everything goes as planned from insurance policies to registrations.
6. Determine Administrative Process
This means, how are you going to keep track of everything you’ve planned from registrations to budget and guests.
Lots of planning and organizing companies, such as Experience Event Agency In Malaysia, have management software tools that will easily let you create and manage your event through an app.
7. Identify and Establish Sponsors and Partners
Seeking a corporate sponsor to fund a portion of the event is an option to consider. If you are looking for other companies to help spread the word of your good cause, then why not get a corporate sponsor?
Partnering with community organizations, who might offer you a venue, is also beneficial because of the influence in the community.
8. Create a Publicity Plan
Every big event has and needs publicity. Make sure to create a plan on how the word of your event will spread amongst people, and encourage them to go through your door.
9. Establish your Budget
This is a simple tip, your event budget will cover the expenses of all the key items on your Masterplan.
10. Set your Event Goal
How would you know if your event is successful? Make sure to establish goals, and compare the results afterward to determine if you managed to accomplish what you were striving for.