Whether you are planning a corporate party, a product launch, a customer reception, or any other event, careful planning is an essential prerequisite for your event’s success. Not only you have to plan your event in fine details but must also have plan B for some of the probable contingencies. The good thing is that organizing an event is not rocket science, it only takes common sense and attention to details. Some of major aspects to consider while planning an event are as follows.
DEFINE THE PURPOSE
Keep in mind what is the primary objective of your event. Why are you holding it in the first place? Make sure that the objective of your event justifies its cost. How you plan and organize your event is a function of your budget and your objective for the event. For example, if the objective is to capture media attention then money spent on attracting journalists to your event is an important element in your budget. Such an event must ensure ample photo opportunities and high quality interviews.
MAKE A BUDGET
The financial commitment to the event must be calibrated, first up. You need to decide on how much you want to spend on the event so that you can plan accordingly. Even if you don’t need any approvals, do a rough estimate of costs before anything else. It will also help you see how you are choosing to spend your money. Make a detailed wish list and then select the essential items from the list. The rest of the items are optional and can be factored in once you have allocated the costs to the essential items. Your preliminary cost estimates should also allow a 10-20% cushion for cost over-runs and unforeseen expenses.
START EARLY PLANNING
Once you have defined the purpose of the event and have allocated the funds needed to hold it, you are ready to make initial sense of your event. The main things to consider at this stage include: deciding if you need outside professional help, setting up an internal event team, establishing the type of event to have, and determining the suitable timing for the event. Look at your targeted audience to determine the type of event that will suit them the best. Bringing in professional help early on can actually save you money on the event. If you need help with inviting the right people and press coverage, think of hiring a good public relations company. If you need help with the conception and the organization of the event, engage a creative director.
While setting up your internal event team, make sure that you match right skills with the tasks involved. In order to avoid confusion and to ensure adherence to the budget, have one person deal with the suppliers.
Make a detailed timeline of all tasks involved and meticulously follow progress.
VISUALIZE YOUR EVENT
Imagining the entire sequence of your event can help you address any potential problems in the planning stages. This will also help you decide the staffing you will need to greet and entertain your guests in the manner you envisage. Ponder over the ambiance you want to create, the tempo, the flow, the content, and the programme of proceedings from beginning to end of your event. List every element that you want to include and then decide on the must-haves to make your event a success so that you can plan and budget in the order of priorities.
Remember that your event is the image of your company to the outside world and your own image within the company. It can work both for and against you. Think beforehand what perception of your company and what take-away memories are you trying to create. Make sure that every bit of your event is a reflection of your corporate image, symbolizes how your business is run, and reflects your personal style.
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