Event Planning

Planning an event puts you in charge of every piece of the puzzle. However, the complexity of event planning can be less challenging if you have a well-written plan that will provide guidance to everyone involved.

An event plan can save you a lot of time and nerves, as it will serve as a reminder of how the event should play out. Based on that, each member of your event team can be informed of their duties at all times. 

Outline all the details of your event and ensure that it is properly coordinated with the help of a great event plan. If you aren’t sure how to write such a plan, here are some strategic and helpful tips that can help you out. 

1. Start with the Basics

Before you go into details, cover the essentials about your event. The information you should include in this section is:

• The name of the event
• Date (make sure that the date doesn’t overlap with holidays or some other big event)
• Location
• The nature of your event (concert, fundraiser, course, book promotion, etc.)
• The unique value proposition of your event (the reason why attendees should visit your event; what makes it valuable)

No matter who gets their hands on your event plan, these pieces of information should explain what the event is about and why you are organizing it. 

2. Specify the Event Audience

Knowing who your target audience is will affect numerous event decisions. The audience defines everything from a marketing campaign to the type of entertainment.

For example, if you are planning a book promotion for a “How to market your startup” book, your audience would primarily be millennials, startup owners, entrepreneurs, and marketers.

Another information that you should include here is the number of attendees. Depending on where the event takes place, you must have a limited number of people you could invite. State that number so that the event planning team doesn’t overbook the venue. 

3. Explain the Objectives

Clarify what you want to accomplish with this event. 

Do you want to raise a certain amount of money for a charity? If yes, what is the minimal amount you are aiming at? Or, do you want to attract new clients to a startup business through networking?

“Knowing your goals will help everyone on board to navigate their decisions and actions towards achieving those goals. Prior to making a decision, the event team can reflect on whether those decisions are in line with event goals. Simply put, stating the objectives in the event plan will provide clear guidance,” shares Samantha Partridge, an event planner and contributor writer at SupremeDissertations essay writing service.

Make sure that the objectives are well-written and formatted. You can use bullet points and numbering to make it easier for the team to keep track of the objectives.  

4. Define Staff

Writing down who will be in the event planning team and what their responsibilities are will make the organization run much smoother.

For example, if a marketer has changed some ideas on promotional photographs, they can check out the event plan and find the employee who is responsible for that job and reach out to them. The collaboration between staff can be more streamlined and connected if you outline who does what and when. 

In case you hire volunteers, remote workers, or outsourced help, include that information in the event plan as well. Each role that will contribute to your event should be listed in this document. 

5. Share Your Plan

Take your team step by step on how the event should be executed. Providing specific guidance on how the planning and the day of the event should be handled will eliminate any confusion.

You can segment the plan in daily activities, or if you have defined details already, you can even segment the event plan by hours (for the day of the event).

Condensing all the information about the event into a comprehensible outline can be difficult. Therefore, you might need to reach out to writing services or editing services such as TrustMyPaper or ClassyEssay. They have the ability and expertise to filter out unnecessary data and improve the readability of any content. 

If you want to turn this plan into a board where everyone can keep track of upcoming assignments, you can use Canva to create a visually attractive board/planner type of document.

6. Write Down Your Main Message

Every event should have something unique and valuable to offer. What can your event offer to the audience? How will you promote your event message?

Pinpoint your event’s value and turn it into your event’s main message. When your team can grasp how your event can contribute to people’s lives, it will be easier for them to use that message to get more people on board for the event.

To exemplify what the main message can be, let’s take as an example a conference on using AI in education for teachers. The main message of such an event could be: “We will share the newest AI technologies that are used in education and help teachers learn how to implement these methods into their classes.”

7. Provide a Budget Overview

Outline all the expenses. Set the overall budget and then single out how much you can spend on each necessary item.

Here’s a simple example of how a budget overview can look like:

Staying within the budget will be more manageable when you can revise how the costs are organized and what your limit for each item is. 

You’ll also be able to shift and reorganize costs when you have a clear overview of your spending. Let’s say that you spend less than intended on catering. You can invest that extra budget on high-quality video production. Experts in that field like True Film Production can ensure that entertainment is on point with great video animations.   

8. Plan Out the Marketing Campaign

Good marketing creates the foundation for a successful event. You need to spread the word about your event if you want more people to show up. How you plan to do that should be stated in the event plan.

What you can write down in the event plan is:

• The main marketing channels
• People responsible for the marketing campaign (digital marketers, copywriters, etc.)
• Pre-event, during the event, and post-event marketing actions

Adapt this segment based on your event and marketing techniques that will resonate with your target audience.

Event-Ready

Once you write your detailed event plan, you’ll just have to print it out and share it with every person on your team. With a great event plan, you’ll be able to dive into action, knowing that you’ve done your best to prepare for what’s to come.  Don’t forget to contact True Film Production agency for behind-the-scenes filming, product demonstrations, video testimonials or live streaming services for your event!