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So you want to plan events?

April 27, 2018

Successful events are planned and executed every day, but what exactly determines the success of an event? Is it the feedback from patrons, the seamless execution of tasks or the accomplishments of goals and objectives? There are a multitude of activities and variables that determine the outcome of an event, but what exactly does it take to plan an event?

 

We can acknowledge that there are various types of events; fundraisers, concerts and conferences, to name a few. Events also vary in size, duration and purpose however the approach to planning each is derived from the same basic principles. There are three major steps that will set the stage for success.

 

Step #! -  VISUALIZING your event,

Step #2 - CREATING a roadmap and

Step #3 - IMPLEMENTATION

 

Visualizing your event is basically determining your event concept. You must determine the purpose, goals and objectives of your event. It is important to brainstorm and ask yourself questions such as, what would you like to accomplish? Where and when would the event be held? Who is your target audience? What is the general feeling that you would like to create at your event? Developing goals and objectives and an event concept will enable you to focus and plan strategically.

 

Once you know what you want the next step is to create a roadmap, this involves deciding and planning how to achieve the goals and objectives established in step one. To do this you must literally plot the various stops and the accompanying tasks that must be implemented in order to reach your final destination. It is vital to conduct research and make use of event planning tools. 

 

Consider all the key areas that will ensure a great event and list the associated tasks, several of these areas are standard and are listed below:

  1. Prepare a budget

  2. Create a timeline

  3. Determine equipment, material and set up requirements

  4. Hire an event planner/form a team and delegate tasks

  5. Develop a marketing and communication plan

  6. Establish partners and sponsors

  7. Procure a venue

  8. Identify and establish vendors

  9. Develop an evaluation strategy

Once you have covered all the details in each area above implementation and follow through are imperative. 

In summary, planning an event takes hard work, attention to details, adaptability and preparation; ensure that you visualize your concept, plot and execute your road map and are versed on all aspects of your event.

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