Event planning is not so easy. With so many aspects involved, from inviting motivational speakers to budget planning, it’s easy to miss some things to do, which can, in turn, translate to a lot of chaos on the big day. It’s crucial to stay organised and know current progress and what needs to be done to make your event a success. And one thing that helps you stay on top of things are checklists. But how do you create the perfect checklist? While every event has unique requirements, here are a few tasks that need for every events planning.
Establish the objectives and goals of your events
This task should be at the very top of your list because only when you spell out what you are hoping to achieve by hosting the event and all the targets you’re aiming to hit will you be able to determine what to do to get there.
Decide when, where, and for who
Determine the venue, your target audience, and the date and time of the event. While making choices, always keep your guests in mind! You want the venue to be as accessible as possible to your audience, and make sure to choose a date that won’t leave your guests having to prioritise a second event over yours (for instance, don’t set your event close to the holidays).
Create a budget for your events
Calculate approximate costs of everything you’ll be spending on for the event and create your budget. By creating a budget, you can easily decide which aspects to cut costs on and which to prioritise in your budget. While this may seem like a mammoth task, all you need is an easy-to-use application like Microsoft Excel, and budgeting will be a breeze.
Recruit a planning committee
Even if you think you may be a whiz at Events Planning, the clever thing to do is assign heads to oversee different aspects of the event because Events Planning really can be very stressful for a single person to manage.
Brand and Publicize
Create a logo, a slogan, pick a colour theme. Pull out all stops to brand and market your event, so your target audience knows to attend the event, and your event leaves an impression on the long after it’s over.
Entertainment and Events
List and plan out all the events to entertain and engage your guests through. Book motivational speakers, plan out food arrangements and finalise the agenda for the event to share with your keynote speaker(s) and guests.
Guest Experience
Remember to list out everything to arrange to ensure your guests have a comfortable and enjoyable experience. Book rooms for guests and VIPs to stay in if they’re travelling to attend your event and make sure aspects like catering and seating arrangements are planned so that they are as convenient and practical as can be for your guests.
Event Registration
Think about how potential attendees will sign up for the event – do you need to build a website or app, or is your event invite-only?
Unexpected Circumstances
Think of a Plan B for everything – you will be planning for the event at least a few months in advance, and this means your event most certainly may not match your plans entirely. For example, the highly variable rainfall in Australia might mean a sudden shower on the day of the event. Account for ways to comfortably escort your guests to the event or decide on alternatives to anything that cannot be executed in the rainy weather.
Author’s bio – Ester Adams is a farmer of words in the field of creativity. She is an experienced independent content writer with a demonstrated history of working in the writing and editing industry. She is a multi-niche content chef who loves cooking new things.
