Organizing an event is not an easy task, without any organization and helping hand, it can’t be possible.
What does the planning involve about event? Here the list of some basic steps that you will need to keep in mind before organizing an event. We can't identify all of the details you’ll need to think about (since much of it will depend on the type of event you are holding), but we hope the following provides a starting point for your event planning.
1. Define Goal and Objectives:
Decide what the event purpose is? Having the sentence or two will help to lead the event in the right direction.
First step is to establish a goal and objectives that why did you want to organize an event, what is the main purpose behind your event, and your event is related to which category like education or aware people, etc.
Think on these points as your mission statement, then you find a way for success.
When you have decided what exactly you want, it will become an easier task.
2. Organize a Team
Hire volunteers with different skills, is essential for an event. Different people have different ideas to turn an event successful. They can also help with preparing budgets, to make invitation and posters, to welcoming the guests and also look after the cleanliness.
Hire those volunteers which are trust worthy and “up to speed” with your plans.
If you are not able to finding the volunteers, hire an “Event Planner Company”.
“There are lots of companies in market which are ready to work.” But before hiring an event planner company, do some research on it and also see their previous examples for the similar work.
What will an Event Planning Company do for you?
They will make all work easy:
3. Time to Brand Your Event
If you want to brand your event or it will remembered by everyone, then choose a vibrant theme that sets you apart from your competitor. You have to take care of the actual name- since it will be an attention getter especially in online media.
Brainstorm names: When you are brainstorming the event name, think about it:
What do you want to convey from your event?
Why your event is different from other events?
Have a Tag Line: Once you decided the name, time to craft a short and memorable tagline/slogan which can describe the event.
Design Logo: Once you all set with name and tagline time to design a logo for your event, which should be creative. Offer immediate branding of your event in public and promo by T-shirts, water bottles, bags etc.
4. Create a Publicity/Marketing Plan
When you all set up, create a poster which shows dates, chief guest name, venue, name of the event, tagline to attract more people. You can also start promotion by websites, sending promotional messages. By using social media, by doing mouth to mouth publicity or e-mail for your event. To encourage them to make registration in your event.
And always send a Thank you`s note to all the members.
What do you need before the event to get people there and what do you need at the event to keep them?
5. Determine Evaluation Process
How do you get to know that your event is success? Will you measure the number of registration of attendees or by getting a raise amount in donations?
When you set your initials goals and objectives, you should also set how you will determine your success. If you don’t have any membership management software like Wild Apricot`s, then you can easily track registration number and fees. But if your event involves, a silent auction, then you will need to put some processes in place to identify good offered in kind and funds raised at the event.
But if the objective of your event is just to raise awareness, you will have to benchmark and post data on social media etc. and do offline publicity.