Before you start planning For your event, you must first define a clear goal eg you can set it to promote a new product or generate additional leads and after setting the goal it is important to make a list of the suppliers you need to deal with and create a budget for them These are important steps to follow to ensure the success of your event and will allow This list is for you to decide how much money you need to spend, which suppliers are most suitable for the event and which are not, so in this article we will talk about the necessary steps for the planning process before implementing the event to ensure an unforgettable experience, continue reading with us
Create a schedule
To make sure your team has everything it needs to complete the event, You should create a schedule that clearly describes the entire process The schedule should list all the needs and assign tasks to each team member It should also include backup time and contingency plans for unforeseen situations The schedule should get shorter as the event approaches In addition, You should provide measurable items for each task and this way you can stay on track and ensure that each task is completed on time.
Once the overall timeframe for the event has been established, You can start setting a specific schedule for each task and a good schedule should start several months in advance and when you start the event planning process you will want to start working on the event as soon as possible Make sure you assign specific staff to handle each task and create a place to check the tasks off the timeline Once the schedule is completed, You can start working on the details that are most important to you and your guests.
If you are not sure how to get started, You can take a look at a sample event planning timeline template and timelines can make the event planning process easier and more enjoyable in addition to the schedule, The detailed plan will make the whole process more efficient and enjoyable for all the work team and if you are creating a special event for a special occasion, It is essential that you know what you want to achieve by the time the event begins
Determine the budget
When planning an event, It is a good idea to create a budget however it is important to keep in mind that events have a lot of requirements and needs and this can make it difficult to stick to the budget To avoid unexpected costs be sure to add a contingency 10% to your budget This will give you some wiggle room if you find that some of your initial estimates are overstepped by a margin big.
When setting a budget, It is important to remember that a higher budget does not necessarily mean better effectiveness however this also means that you will have sufficient financial support for the event and be sure to create a detailed budget sheet and account for every possible expense, From food to entertainment, you should also try to reduce expenses in things such as decorations or entertainment.
When you create a budget for your event, You need to decide how much money you can allocate to the various costs and you can divide your costs into two categories: Fixed costs and variable costs and fixed costs do not change with the number of people attending, While variable costs depend on individual costs additionally, You should also budget for any unexpected expenses and using a spreadsheet will allow you to track your finances more accurately and make the right decisions for the event
Building strong relationships with stakeholders and various services
As an event planner, You must find the right stakeholders and services to deal with and establish strong relationships based on mutual respect and a calm relationship and when people love each other, The best ideas and solutions are often generated and this list will give you the opportunity to build a long-term relationship
Make sure service owners treat you with respect and trust and you should make them feel special and you can show this to them by following them on social media and liking their content.
Ask for recommendations from other event managers. It is human nature to deal with people they know, so be sure to get references from trusted colleagues or friends in the industry. At Creativity Experts, we provide a planning service for events of all kinds, where We conduct an integrated study of the event before the implementation process, and then put plans and strategies for it, starting from planning the budget to attracting and promoting sponsors, and managing all aspects of the event according to the goals to be achieved and according to the nature of the target audience, for more details you can contact us
Prepare a marketing campaign
To make sure you get the most out of your marketing budget, You will need to plan in advance so start creating a website dedicated to events This can be simple and then plan to use your database then send out emails and invitations and include event details and promotional materials, In addition to a clear CTA for registration and for more information about the next event
Once you have created your website, Set up a marketing campaign and if you have accounts on different social media you can promote the event through it and of course create a blog and you can also create a page for the event on Facebook where you can invite several target audience to get to know it and before you do anything else make sure you have a plan For paid promotion of your events via social media.
The next step in event marketing is to collect the email addresses of potential attendees and you can use this information to create an automated email marketing campaign that shares useful information, conveys the value of your event, and gets people excited about attending the event. You should avoid spamming your list by posting Lots of information and instead focus on sharing useful content that highlights your value proposition to your target audience and you can also use visuals or behind-the-scenes content for excitement
Choosing a team to help implement the plan
Once the strategic plan is in place, The next step is to assign a team to help you implement it and as with any strategic plan the selection process is a hierarchical collaborative process and no projects do without it and your plan is likely to change over time Changes in strategy should not be common but task definitions will change based on my day when you learn new things and in addition, Dynamic communication methods are essential to keep everyone on the right track and if you don’t communicate with your team often you may end up wasting time and effort on things you don’t need, You can get acquainted closely with the services of creativity experts in the management and organization of exhibitions and conferences, and learn more about the integrated and comprehensive services that we provide from here
Completion of the evaluation phase
Evaluation is an essential step in event planning. It determines event success and identifies what needs improvement. Many event planners use the evaluation phase to gather positive feedback and build their reputation. Event planners can ask participants to fill out surveys after conferences to assess the success of their events. They can also identify KPIs to measure Success of the event Several types of assessment tools are available online and it is important to determine which ones are most useful to you
The evaluation process must include a team approach and each team member must be objective when evaluating effectiveness and the team must provide unbiased evidence to justify concepts and reassure clients that the effectiveness will be successful Once the team has come up with a detailed evaluation report, The next step is to share the results with clients, sponsors and other stakeholders and the report should clearly show how the effectiveness achieved its objectives
The evaluation phase of event planning is necessary to ensure that objectives are achieved and by incorporating critical success factors you can ensure the success of the event and avoid making mistakes that could lead to failure Your evaluation team can communicate with clients or collect feedback from team members You can conduct surveys for your guests You should use the information collected to improve the following event
Also read how to manage crowds at different events