Organising an event is not a walk in the park. If you have ever organised an event, you know how much of a hassle event planning is. This article will guide you through the process of planning and executing a successful event.
Chief Inspirational Officer,
Don Sumdany Facilitation & Consultancy
Managing Director,
Ikigai HR Services Limited,
LoveGen Bangladesh
Specify the purpose and goals of the event
It is important to understand the objectives you want to achieve and the outcomes you hope to see from the event. Tailor the event to your target audience and the message you want to convey. Additionally, consider the return on investment (ROI) and how you will measure the success of the event. This will help you determine whether the event was worth the investment and where improvements can be made for future events.
Set a budget
It is mandatory to set a budget and allocate the funds accordingly. Consider all expenses such as venue, catering, equipment, decor, marketing and any other miscellaneous expenses that may arise. Create a detailed budget breakdown to keep track of your expenses and stay within budget. Research and compare prices to get the best deals. A well-planned budget is key to a successful event.
Choose the right venue
The venue is important as it sets the tone for the entire event and can greatly impact its success. Consider the size, location, amenities, ambience, and reputation when selecting a venue. Make sure it meets all your requirements and fits your budget. You should also consider if the location of the venue is comfortable for the participants that are going to attend your event. Take the time to find the perfect location for your event.
Coordinate with vendors
When coordinating with vendors for your event, clearly communicate your needs and expectations, including equipment and services required and timelines. Create a comprehensive timeline for the event and share it with them. Review contracts and agreements carefully and communicate regularly to stay up-to-date on their progress. Conduct a walk-through of the venue with all vendors prior to the event to ensure everything is in place.
Plan the smaller details of the event
When planning an event, it’s important to create a detailed schedule that includes start and end times, as well as all activities, presentations, and breaks. Make sure to include downtime for guests to network and relax. Consider the overall atmosphere you want to create and how to make the event enjoyable and engaging for guests. This can include interactive activities, entertainment, and networking opportunities. Plan for logistical needs such as transportation, parking, and accommodations. Make sure the venue is easily accessible and plan for necessary equipment and materials. Lastly, have a contingency plan in place for any potential issues that may arise. By planning ahead, you can ensure the event runs smoothly.
Invite guests
When inviting guests to your event, carefully consider who you want there. Create an invitation that includes all necessary details such as purpose, date, time, location, dress code and special instructions. Use an online registration system for RSVP and necessary information like dietary restrictions and accessibility needs. Send reminder emails or texts prior to the event and include any last-minute details or changes.
Evaluate the event
Evaluating your event is an important step in understanding how well the event has been executed and where improvements are needed. Use metrics such as attendance, engagement and feedback from attendees to measure the event’s success. Collect feedback from guests through surveys or feedback forms and address any issues or challenges that arose during the event to prevent future mishaps. Evaluate the overall ROI of the event by considering costs, revenue generated and any potential business opportunities or leads that may have been generated as a result of the event.
Organising an event is a complex process that requires a strategic approach, attention to detail and effective communication. With a clear purpose, well-defined goals, and a realistic budget, you can create an event that is not only successful but also creates a lasting impression about you as an event organizer. Remember that a little bit of planning and preparation can go a long way in making an unforgettable experience for your guests.