31 Aug A step by step guide on how to plan your next event for an awesome experience.
Executing an event without doing preplanning is shooting an arrow in the dark.
Event Planners, whether it’s a small wedding or any music concert, any exhibition or any conference, are always a headache task to planning and organizing. It is true that you should use or ask any event planner to help you execute the whole event. But before making any other preparations the main thing is to pre-plan your event before starting to work on it practically. Every event, no matter how simple or lengthy it requires detail, examination, planning and organizing. From creating each point to making your event successful. You need to work on some of the important things to make your next whole process hustle free and stress free.
While working on an event there are some points you need to cover for your event, because they are very important. And if you plan all your event, it will keep you on the track. An event plan should cover these points.
Goals, objective and target
Budgeting, Logistics
Team working and finalizing
Date of event, Venue Location
List of speaker and guests
Main Plan for the program
Marketing, Branding and sponsorship
Vendor information
This list might seem long but further on we will discuss every single point so you will easily understand it without any brain freeze. There are 8 main components to make a perfect event plan. Before deciding any further things like venue, budget, vendor….
Goal, Objective and Target
First you need to look at your main goal, objectives and the main target. Keep it in your mind that what are you looking for and what will help you do it, Determine your main goal. Drive new sales, want to launch your new products. Do brand awareness or are you trying to sell your products to 100 to 300 people, then what have you prepared and what the statics you have made for this, so it is better for you if you decide a goal. In any event you need to set your objectives to help you with your goals.
Budgeting, Logistics
Creating a budget will help you to remain on the track
Organizing the budget is one of the most important things before any pre planning of an event, it helps to clarify the aspects of the event. And avoid unnecessary expenses (like if you are running out of money etc.) You will be successful in the event if you decide the whole budget before. And try to keep your budget maintain, because sometimes you need to make some changes to it so make sure you have extra money.
Main Plan for the program
Once you are done with the budget and goals, objectives now it’s time to move to the main plan in which we will handle different stuff like venues selection, date-time, speakers, teamwork, logistics etc.
Team working and finalizing
To create a wonderful lasting experience. All you need to do is make a team who can handle every detail and work of the event. Any event needs a team who can handle every query on the ground and backstage too. Assigning every individual person their tasks will help to maintain the hierarchy throughout the whole event.
Build a team give them their responsibilities, for example, The creativity team will handle all the creative stuff, while the marketing team will handle all the marketing.
Date of event, Venue Location
Choosing the date and the venue are the two main considerations of any event. Try to find the venue asap. Because the marketplace is so crowded that sometimes it is unable to find the best venue and be careful while finding the date for your event because many times national and religious holidays come in, and it can affect the whole event.
Well, the organizers who have been working for a long time in the market have well-known information about the discounts so try to get a reasonable discount.
After selecting the venue and the budget, it’s time to the external thing for example, catering , listing etc.
List of speaker and guests
If you are executing any conference or session, and want to invite any speaker or guest, try to approach them asap, you can use social media or any references too. Once your speakers are identified, don’t forget to maintain an open line of communication. Create a agreement that includes necessary information like presentation expectations, content deadlines, available technology onsite, and compensation.
Marketing, Branding and sponsorship
How will you draw crowds to your carefully thought-out event?
Every successful event has a plan in place for marketing and promotion to increase awareness and spark enthusiasm. But how do you even get started? Your event can be promoted in a variety of ways, including through social media, blogging, online advertising, and even billboards. Regardless of the technique you use, each tactic must be a deliberate component of your entire marketing plan.
Advertising;
Make sure the appropriate individuals are aware of your event. Determine which channels to prioritize for your event’s promotion using information about your audience, whether it be through event listing websites, social media, in your community, through partnerships, or in print.
Okay now you are ready to go to execute the event, this is step by step guide for your event.
Well, there are many Leading Event Organizer in Pakistan who are executing events on its best, Black diamond is the one of the Leading Event Management Company in Lahore and have a wealth of experience in the event management company, with a team of seasoned and creative event organizers which can save your time and money by taking care of all the details of your event.
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