If you ever find yourself in a position where you were given sole responsibility for planning an event but have no prior experience with event planning, do not panic. Becoming distressed over it will get you nowhere and will only cloud your judgment. So, take a few deep breathes and relax a bit. Take comfort in knowing that if you follow the advice I am about to share, you will be one step closer towards successfully planning an event.
The key to planning a successful event is organization. As the event organizer, it is your job to find people, attract them to your venue and make sure you have the amenities to keep them entertained throughout the event. This may sound like a tough task but I can help make it simpler.
Determine the Goal of the Event
Developing a strategy early on is vital to the success of an event. Start with determining the main purpose of your event. Are you going to be advertising new products, introducing new services, raising awareness, hosting a fundraiser to raise money, celebrating or hosting a get together for a select group of people? Establishing your goal will help you narrow down your guest list and will give you a clearer idea as to how you should continue on with planning. Remember that targeting the right group of people is extremely important to drawing attention to you event.
Just because a task may be solely entrusted to you, does not mean you can not seek assistance from other professionals and colleagues. In fact, recruiting some help will do wonders in planning an event. An additional person or two should do the trick. Basically, the purpose is for you to form a team of people you trust that you can delegate various tasks to. This lightens the load so that you are not stretched too thin and this way, each task receives the proper attention it deserves. Just make sure the team you assemble is responsible. If you do not know your team that well, try and inspire them to complete the tasks diligently. To provide a little hint, monetary means are known to be the best inspiration one can provide.
After you have your goals set, turn our attention to the most important aspect for most events, the budget. Determine the cost of how much will be needed to accomplish your goals. Creating a list that contains all of the materials and services you need, to make the event happen along with their respective costs, will help provide you an estimate for the overall price. Always set the expected expense of each item a bit higher than you expect so as you do not fall short when the time comes to pay up. It is much easier to have money left over rather than falling short. Plus, you want to have a buffer in case any last minute expenses arise. If you are required to stick to a strict budget and you do not have experience with event planning, I would highly recommend hiring an event planner. A majority of people think that event planners are an expensive luxury when in fact, they are the opposite. They work with their clients to stick to their designated budget. The truth is that regardless of how solid your game plan is, everything is always better with an event planner!
This part is fairly simple but must not be taken likely. Deciding on a time and date is everything. Your targeted audience will greatly influence your decision here. If the audience is made up of adults, it is a wise to either hold your event after working hours or on a weekend. If your targeted audience is made of students, after class hours will work. The idea here is to set a time and date where the majority of your targeted group will be able to attend the event.
Outline your plan
Planning an event can eventually take its toll and can leave you feeling stressed and exhausted. When tired, it becomes fairly easy to lose your way and accidentally forget things. This is easily remedied by creating a detailed outline of all of your plans. Be sure that every time you change or update something, you update your plan as well!
Get the word out
Sending out invites will help get you achieve a larger audience. But doing this too early or too late can greatly impact someones decision. If it is sent too early, people may forget about your event. If sent too late, they may already have something planned for the date of the event. As a general rule of thumb, sending invites 3 weeks before the actual event is the safest timeline. Also remember that because we live in the digital age, you can also make use of social marketing tools such as Facebook and Twitter to get the word out quickly or send reminders for the event. – EventChecklist.net
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