Whether wedding, fundraising gala or company exhibition: For an event, dates have to be set, invitations sent and the catering service booked. So that everything runs like clockwork, good event planning is recommended.
But what does event planning actually involve? Who should take over which tasks and how do you keep the costs in check? Our short checklist should help you to keep an overview of event planning.
Successful event planning by checklist:
1. type of event and motto
Every event is different: depending on whether you are organising a medical congress or the company’s internal Christmas party, the preparation differs. Therefore, the type of event and motto must first be defined. Finally, the thematic framework has an impact on the time and place of the event and thus also affects the further organisational process.
2. coordination and management
Who is involved in the organisation and who takes over which tasks should be clarified in advance. In addition to an overview plan, create individual subplans with the task fields that are relevant for the respective team members.
3. create a timetable
Timing is everything! That’s why time management must not be missing in your event planning. You should start your preparations as early as possible. This will give you enough time to make reservations and coordinate appointments with locations, speakers, show acts and catering.
4. budget planning
No less important for the successful planning of an event are the costs. Establish a financial framework and realistically estimate the expected profit or the expected costs. To ensure that the budget for the Christmas party is not doubled in the end, it is advisable to regularly check the target-performance status. It is also advisable to set up separate project accounting for events with a long lead time and extensive planning.
To ensure that the costs do not exceed your budget, you can search for savings measures. You may find volunteers to help you set up or dismantle the stand and compensate them with free drinks and snacks. You should also include the topic of sponsoring in this section of your event planning.
5. venue and day of the event
Which location is allowed to be depends of course on the budget. But there are other factors to consider, such as:
Type of event
number of participants
Offer of hotels and restaurants
Transport links and available parking spaces
Booking conditions and payment requirements
Conditions for catering on site
Visit the premises in question before booking to get an overview.
By now at the latest, you should also check again whether the date for your event hasn’t gotten competition in the meantime.
When planning an event, consider holidays or school vacations as well as vacation periods and potential counter-events that conflict with the event. In the initial phase, it is advisable to set a second date as an alternative date.
6. detailed planning
Now that the location and date have been fixed, it’s time to get down to business: the event planning concept is ready and waiting to be implemented. This includes, above all, the reservation and booking of the necessary service providers, in detail:
Select music (check fees for licenses!)
Order furniture and technology
Clarify transport possibilities
Hire Security Service
Finding speakers (at meetings, congresses and conferences)
7. invitations, marketing & advertising
Once everything is booked, you have already done a lot of the work in your event planning. Now you can invite guests or launch a PR campaign for your event to attract participants.
Not only organize, but also communicate, that’s the motto! With a good marketing plan, you can increase the number of registrations, especially in the last weeks before the event. For example, have flyers printed, posters, flags or banners.
Order suitable branded items as give-aways for your clients/guest.
For your corporate identity, order name tags and personlised work clothing.
8. data protection, security lines and legal
On this point, you better not leave anything to chance. Obtain all permits in good time and, if in doubt, consult a specialist in event safety. It is also essential that you inform yourself about the current provisions of the DSGVO
9. important information on the day of the event
Now the time has finally come: The big day has arrived and we can start. Be on site early: Check the furniture and technology one last time before the guests or participants arrive. Monitor procedures such as admission or delegate tasks to the responsible persons and helpers.
The planning of the event was successful and the event was a complete success – now you can sit back and relax and put your feet up? Not quite, because: After the event is before the event! Despite all the joy and relief, you should not forget that. Analyse both the planning phase and the course of the event. Make a note of where there is room for improvement. This also includes misjudgements regarding the budget calculation as well as the feedback from guests, participants, suppliers or speakers.
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