From Concept to Reality: The Event Planning Process Unveiled

From Concept to Reality: The Event Planning Process Unveiled

Whether you’re part of a team organising an event or taking on the task on your own, you’ll be following the same planning steps. Covering each step of the planning process is your guarantee that you’ll cover all the components needed for the event while making the process as stress-free as possible. Planning while in advance with strategies in plan will ensure you’re in the best position to avoid unwanted surprises down the line – especially during the event itself! 

Every event will need a detailed plan. While not every event is of course the same and have their own considerations, the same process steps can be used across most. Experienced event planners will have their own trusty process that they’ve honed through their careers. If you’re starting out in the events industry and preparing to plan your first event, this blog can be a useful guide in what steps are involved and what you’ll need to tick off your list when planning.

What should be included within an event plan?

When planning for an event, there are many factors that have to be covered. Before even getting the plan off the ground, you and your team will need to design the event and map out your budget before you start to put things in motion. Your plan will need to include projections about the following:

  • Event goals and objectives 
  • Individual roles and responsibilities 
  • Budget 
  • Date and time of the event 
  • Event location 
  • Event management software 
  • Event branding 
  • Event speakers and special guests 
  • Partnerships and sponsorships 
  • Promotional, advertising, marketing, and publicity plan 
  • Ticketing

What are the key steps for event planning?

Event planning takes a lot of time and resources to get right, but it’s essential for delivering the best events and managing many different components effectively in a team. These are the key steps that can be followed to carry an event towards its success.

Identify event objectives and goals

The initial concept phase is a key starting point for any executive decision a business makes – whether planning an event or launching a new product. During this step, you’ll need to establish the goals and objectives that you wish the event to achieve as a result. The best way to determine your goals is to ask these questions:

  • What do you hope to get out of the event?
  • What do you want your attendees to take away from the event?
  • What will determine a successful event?

Filling seats and selling out tickets may be the outcome that weighs success on a financial perspective. However, it’s wise to set up realistic goals and to not go overboard while trying to attain the objectives. If you’re hosting an online event, how many sign ups do you want as a result? If you’re planning a conference, what message do you want your attendees to come away from the talks with? Are you aiming to grow awareness for your brand as part of the exercise?

Establish budget

Once you have mapped out the expenses that you will need to cover for the event, you can start to realistically assign a budget. Hidden expenses can creep up if you aren’t prepared. There is more to a well-organised event than the venue costs and the entertainment. Catering, amenities, technology, marketing and staff all have to be factored in when planning an event. Highlighting the priorities for your event and indicating where you can cut back on costs will help you to manage your finances efficiently. Providing yourself with the maximum spend will avoid finding yourself short. As we all know, even the most organised plan can come up against unforeseen challenges. Making sure that you can afford everything you need for the event will ensure no problems get in the way.

Set a date and venue

This decision is the most vital when planning an event. The date can factor in how much time you leave yourself to promote the event and sell tickets. Yet you don’t want to plan it too far in advance so you can keep interest alive. The venue hire will be the largest expense of your event and this doesn’t just factor in the facilities, seats and staging. There are other elements such as amenities, parking, disabled access, transport links, security and on-site staff. When looking into venues, you need to have a full inventory of what’s included as you may find yourself having to hire extra staff. 

Choose event software

With hybrid events continuing to pick up traction, incorporating an online element to your event boosts engagement. There are many different event software management apps and platforms available. By adding in this aspect to your event, you make your event much more accessible as attendees can book their tickets securely online and follow the event using the platform.

Reach out to speakers

If you’re managing a conference or putting on entertainment, you are going to need your line-up well-prepared. Once you have a venue and a date, you can start to network with potential speakers and gather their interest. You will also need to think about vendors and catering. Are you looking for a sponsor for your event? 

Marketing and branding

Strong marketing messages and branding can increase interest in your event if you capture enough engagement through multiple platforms. Market your event both online and offline. Look into adverts in relevant publications and keep active on your social media platforms. The more channels you use, the bigger reach you gain. 

Launch the event

By the time the event is ready to launch, you should keep the conversation alive on social media and give your attendees hashtags to use while they post. Once the event is over, don’t let the energy fade. Encourage your attendees to leave feedback on the event and provide a space for guests to network online and in-person.

How to get started in event planning as a career

If you think you have a flair for event planning and management, embarking on a career in the events industry gives you many options. The industry is diverse so where do you begin? Knowledge is what will best prepare you. Signing up onto a course will provide you with essential skills that you can transfer seamlessly into a career in event planning. At Event Crowd, we offer the UK’s most popular online course in Event Management. This one-year course, taught by 40+ industry experts, provides access to careers and credentials to enhance your CV. 

You can find out more by downloading our brochure. If you have any questions, feel free to use our contact form or call us on 01202 545633.

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