Looking to plan your very first event but not sure where to start?
SummaryPhase 1:Defining the objective and market researchStep 1:Identifying the purpose and objectivesStep 2:Defining your target audiencePhase 2:Designing the eventStep 3:Outline the agenda for the eventStep 4:Choosing your venue /ideal virtual event platformPhase 3:Marketing your eventStep 5:Create a strong brand image for the eventStep 6:Create a marketing planPhase 4:ExecutionStep 7:Coordinate the eventPhase 5:EvaluationStep 8:Post-event evaluationThoughts ClosingOr are you not a beginner but looking for more efficient ways to plan your next event?
You have come to the right place.
Although organizing an event is always a challenge and requires detailed planning and management, there are strategies you can adopt to make the process as stress-free as possible.
Although different events are unique with their own goals and target audiences, you can follow these five phases as a guideline for planning your next event:
A crucial step that is often overlooked by many event planners is to identify the purpose of the event before you even start planning it.
What is the reason for the event being held in the first place? You would be surprised how many event planners organize an event just for the sake of organizing an event or just to jump on the bandwagon to cover a trending theme or niche.
For some events the purpose may be obvious, but for others less so. Nevertheless, it is crucial to identify the purpose of the event and then define the objectives related to this purpose.
Your event goals should be clear, specific, and measurable so you can gauge whether the event is a success (or not) later.
Based on the goal and objectives you defined in the previous step, who is the target audience most likely to help you achieve those objectives?
Your event should be designed with a customer-centric approach. This means that you are creating an event that meets the needs of that specific target audience, not the other way around.
So you should gather as much information as you can on this target audience. Build a buyer persona and identify their demographics, behaviors, interests, and pain points.
The better you understand your target audience, the better your event will be.
Set the high level details of your event. This shouldn't be set in stone and you can always come back to it later. However, identify the key elements of your event design, including:
If you are planning a live/in-person event, then it is very important to secure the venue as soon as possible on the stage of event planning. The venue you get will dictate other elements of the event:date/time, decor, set design and more, and the earlier you research potential venues, the more options you will have.
If it is a virtual event, you should decide on the right virtual event platform depending on the type of online event, as well as other technology solutions you may need.
Even if your business is already an established brand, including if you are an experienced event planner, the event should have a strong and independent identity.
If you've set a clear goal and objectives for the event, it should be pretty easy to make the mark. Again, your event's brand identity should be customer-centric:understand your target audience's expectations and design your brand identity around them.
Create a strong, unique and easy to pronounce/remember brand name. Also, make sure the brand name can show why the event is unique and worth attending.
Be sure to maintain brand consistency in your marketing efforts.
Explore all available marketing channels based on your target audience's preferences and behaviors. Your event is unique, and you will need unique approaches on how to promote the event.
Issue a well written press release to relevant media, websites and influencers and of course we should market the event on social media. Consider investing in paid advertising on relevant social media and supporting the right influencers.
The D-Day of the event is approaching, and now we need to finalize all elements of the event with each member of the team.
You will need to share a finalized schedule with each team member and designate a site manager as your site representative. The calendar should list all components of the event with a clear timeline, and should also list who (or which team) is responsible for each component to maintain accountability.
This step is mostly a matter of perseverance and hard work.
You have successfully organized your event! Congratulations!
However, your work does not stop there, and it is crucial to carry out a formal evaluation to measure the performance of your event.
Submit a post-event survey to gather objective feedback on the event, as soon as you can so returns are chargeable.
Also assess with your team if the event goals are being met and identify areas you can improve in the future.
By understanding the five phases of event planning above, you are now ready to plan your next event and ensure that it can attract a large number of attendees.
The secret to successful event planning is understanding who the target event attendees are:the better you understand this target audience, the better you can design your event to meet their preferences, and the more people you can attract and satisfy. attendees.
