5 steps of Event planning

Most businesses are involved in some form of events, whether it is a conference, convention, meetings or trade shows that are either aimed to teach, educate, and inform local or regional staff or else are part of a marketing campaign. Both require an amount of planning and some similar preparation.

Basically an event has 5 goals.

1. What is the purpose of the event. Decide at the beginning what you are looking to accomplish at the end and work towards that target. So often it is easy to get side tracked at the beginning and lose focus.

2. Next decide a budget for the event, to include hotel rooms, meeting space, food and beverage, AV, speakers, entertainment, etc. Once you have put the budget together, Keep to it.

3. The program is something that is often left until later, but if the event is planned with programming in mind, this helps everybody understand how long they have to present and speak at each segment or session. Allow for opening and closing remarks either from an emcee or president doing the introductions.

4. Part of the planning process will now require logistical planning of which Hotel or Convention Center, who is the keynote speaker, (if they are from an agency ensure that fees are all detailed in the contract so as to not overrun the budget). A site visit is an ideal opportunity to physically see where all the pieces of the event will fit together and how tables and chairs will be laid out. Does theater style or classroom layout work better, etc.

5. Marketing, Social Media, publicity, advertising, press releases are all important aspects of the event and play a large part in the overall perceived success of the event. An event for a hundred people will require considerably less marketing than an event for 1,000 people both logistically and financially.




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