Events are important tools for businesses for various purposes; some may be internal and focused on staff, while others are for marketing. Either way, the same type of planning goes into the event and the same details must be taken into account in order for the event to come off as a success. Events require careful planning and preparation. Following a prescribed system can help ensure your event goes smoothly.
Determine your goal for the event. If you are planning a marketing seminar, your responsibilities will be different than if you were planning a company barbecue. Make sure that you get extremely detailed instructions about what is expected; there are practical components such as how many people are coming and how large the venue needs to be, and marketing oriented factors such as if the event is meant to gain clients for the company or if it's a perk for management or other staff.
Create a budget. Someone needs to pay for the event, and you'll need approval before you get started. Take into account your time, the hall, any food or decorations, speakers or activities, and any other considerations that you deem necessary. Prepare everything in an organized format and stick to it when you are making arrangements.
Set the agenda. Prepare a detailed schedule and allocate the right amount of time for each activity. Build in a complete program from start to finish, with opening and closing remarks if necessary.
Plan logistics. Rent a location, order food, hire a speaker, and print invitations. Visit the venue to get a concrete look at the layout so you can envision where the food will be set up and how to arrange the seats and tables. Try to keep within your budget, but make alterations as necessary, always checking with higher powers before making any commitments.
Publicize the event. How you accomplish this will greatly depend on the type of event that you are planning. For an internal event it is likely that a company email or a few posters hung in the right places will suffice. A marketing event will require an entire marketing plan, possibly with advertisements and some direct marketing as aids.
Tips & Warnings
- Use a software program to track your plans; planning an event requires excellent organizational skills.
- Give the supervisor daily or weekly updates on your progress so they are aware of what's going on.
- Don't try to cram in your preparations too close to the event. Give yourself the time you need to make it a success.
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