Planning an Organize event professionally can be a taxing process. It can leave you feeling overwhelmed and drained. Some people try to use the ‘funny duck face’ rule whereby, you should always look peaceful and calm on the outside when in reality, you are struggling to keep yourself together. When you master this rule and ensure that no one finds out about it, it is the most valuable trait you can have in event organization.
Organizing events professionally is not a walk in the park. Therefore, here are a few pointers on how to do it in a way that makes it easier.
Define the Goals and Objectives
This is the first step towards achieving a successful event. Although it may seem quite obvious, it is one of the most important steps in this process. Ensure that your goals are formulated as specifically as possible. Is the event meant to: thank partners; raise funds for a project; impact more skills or awareness to participants or create a relaxing environment for team-building purposes.
Establish a Format
The answers to these questions will determine the format of the event. In the almost done version of the event, you should look at the concept, roles of team members, catering, layout, sound, timing, and duration, to name a few. Set specific goals on aspects such as how many people to aim for or set a predetermined amount of funds you wish to raise.
Plan and Organize your Team
Any successful event takes a concerted yet, well-organized team effort to deal with all the details. Delegate tasks to specific individuals with the skill set to handle them.
Not only does this promote cohesiveness but it also ensures accountability and efficiency. To deliver a top-notch event, you will require all the support from your executive staff to the on-site team members.
Draft your Budget and Stick to it
Creating a budget is one of the most important aspects of organizing an event. You may have a great idea for the event but without proper budgeting, it will all be for nothing. Additionally, take into account unforeseeable circumstances such as a change in weather, delivery delays, power failures, and others. Some essential expenses you should have in your budget include:
- Food and Drinks – This should be per the number of participants you expect.
- Venue – In this cost, you should not only consider the rental fee but also any insurance fees required.
- Entertainment – For a DJ, Speakers, a music band, and others.
- Décor – Will decoration services be outsourced or is it a DIY?
- Marketing – Costs of printing flyers, radio advertisements, and banners, among others.
- Audio/Visual – Cost of projectors, speakers, Wi-Fi, and others.
- Software – Include the cost for event management software.
- Staff – Per diem costs for staff expenses such as food, transportation, and lodging if the venue is far.
- Miscellaneous – Account for unforeseeable occurrences. Even the most meticulously planned events have additional costs.
Set a Date and Duration
If it is a recurring event, the date is pre-set. However, if it is a new event, give yourself enough time. For big events, you should have about four to six months to plan.
Book your Venue
After setting a date, book your venue considering factors such as accessibility, size, AV availability, insurance, parking, and most importantly, the cost.
Brand and Promote the Event
Get the word out to your target audience. Use all the effective promotional channels available to get more coverage. This can be media partners, social media platforms, and others.
To better your skills, it is always advisable to ask for feedback from clients and prudent to reply. This gives your clients a sense of inclusiveness.