When it comes to public relations, planning an event can sometimes be overlooked as of lesser PR value when in essence it is one of the most effective PR activities available. Coordinating a memorable event can be a great opportunity to build a brand and at the same time show off your event planning skills. Like any other activity, the process should start at the beginning, from gathering information and assembling a team to creating an inspiration behind the event. Here are a few tips on the steps to take when planning an event, be it a wedding or a corporate event or just a simple party.
1. Organize the event information
Just like any other project, event planning requires one to organize and understand the information regarding the event which will help identify the most urgent matters that require handling before any planning begins. Hiring a speaker or marking potential sponsors will require celebrity party planners to know the specific details of the event. For instance, the date, time, guest numbers and budgets have to be set out plainly on the onset to avoid any future misunderstandings that may affect the success of the event.
Organizing the event information should involve asking questions about:
•Purpose of the event
•How the event aligns with the goals of your business or company
•The benefits the event is projected to deliver
•How the event will enhance the planner’s and other engaging people’s
•Who are at stake in the event
•The expectations of the different stakeholders participating in the
•The event’s objective, time, budgets, quality, materials and people
2. Build the event’s theme/agenda
Once you identify the specifics of the event and have understood the aspects of its location, guest numbers and the likes, come up with a theme for the event that will tell the story behind the type of event. This provides the chance to build up an inspiration behind the entire planning process and the budgeting costs for designs, artwork and even speakers will fall into place once the theme is determined and the costs well incorporated to fit into
3. Identify the audience and create awareness of the event around them
One of the biggest things to consider when planning an event is your audience. Recognizing your audience will save a lot of investments and time on marketing the event. This should also be part of the process when selecting the theme, location, speakers and activities of the event. Knowing the audience you are planning for gives you the chance to narrow down on the event marketing part in terms of age group, professional backgrounds, corporate networks etc. With
this, an event planner can decide whether to create awareness through social media, email, phone calls, referrals, partner promotions, through digital ads, fliers and banners or even through press releases.
4. Review the budgets
Defining a budget for your event allows you to work with the right vendors affordable based on your budget and also helps you narrow down to a speaker you can afford to pay. Knowing the budget also helps in establishing travel costs and number of guests the event can comfortably accommodate without going off budget. Create a checklist for everything required in the event from materials and equipment to services and put a cost on it and ensure the final figure tallies with your budget.
5. Underline and plan on administrative processes
This is important for any event planning as it allows the planner to keep track on the administrative duties such as seat arrangements, flower arrangements, guest registration into the event, lists of items, catering services, product exhibits and other detailed administrative duties. Setting up a refined plan on how these will be conducted and selecting the team that will be responsible for this in the event is important for the smooth running
of the event planning process.
6. Identify and establish partnerships and sponsors
When planning an event, find potential solutions to reducing your costs by seeking other relevant participants to involve in the event. Involving other people not only reduces your budget costs, it also relieves you of some liability on the event as they will have a part to play in making the event a successful one. Consider looking for corporate sponsors who would be willing to partially fund the event and promote some of their products at the event, or community organizations that may be willing to provide a venue for the event or some volunteer staff for the event.
7. Plan on the publicity of the event
Any event planning process involves the creation of a publicity plan which is aimed at making the event a popular sensation in its area and getting people to come to the event. Having a popular public figure is not enough to get people lined up for the event, there has to be an initial notice or advertisement that gives people the heads up on the attendance of the celebrity. A public notice through the media or on your website, newsletter or email will make people save the date and even spread the word to friends and colleagues about the event. The right planning on publicity reduces the costs of marketing and also helps prepare for follow-up ‘thank-you’ notes or emails and even plan for post-event articles and media coverage.
8. Streamline registration and check-ins
This is one of the most crucial elements of event planning which can make your event either fail or succeed. Ensure online registrations and forms are tested and working seamlessly to avoid any technical problems when trying to register for the event and provide other means of registration to the event for easy access by those who may need it. Also ensure the check-ins are seamless to avoid people waiting in long lines just to get into the venue of the event.
9. Have an effective team on site
In event planning, having a good team on-site will help smoothen operations and ensure the event’s success. Ensure your team is on board with your plan and everyone knows and understands their role to promote an overall professional event outcome.