As Benjamin Franklin put it, ‘If you fail to plan, you are planning to fail’. Planning is the most important part of event management if you want to be a success. These pointers will help you on the first step to planning an event.
Create an overall plan or strategy. What is the main objective of your event? You need to decide on what the measurable outcome is that you want from the event. It should be measurable so that you have results with which to judge its success once it’s taken place. One example would be to fundraise £2000 for a new charity in Newcastle. This can easily be measured by the amount of money that’s been raised for the charity at the event.
The budget you decide to allocate to your event is possibly one of the most important elements. You will need to think about the venue, the decor, food and drink entertainment, marketing and event management staff in Newcastle if you choose to go down that route.
How many people do you need to help with the event? Do you need to employ more people to organise and carry out the event? You should organise your team into roles, delegating responsibility in key areas that need it.
You need to think about whether you employ enough people already who can work on planning and at the event. If not, agencies can help provide event management staff in Newcastle or anywhere in the UK.
Venue and Equipment
Where will you be holding your event? What equipment will you need? Find out if the venue has equipment you can use. Think about what you need to set up the event and how you’ll plan to get it to the venue. Equipment such as AV, furniture, posters, signposts, handouts will all need to be considered. Think about what you need from a venue. Does it need to be accessible and have a stage or a bar and how much will it cost?
Create a timeline to visualise what needs to happen for the event and when! By creating a physical timeline, all of the people involved in the event planning will know what they are responsible for doing. All elements of the event should be detailed on the timeline, from its inception to post-event clear-up and review of success. The timeline will enable you to see that everything is going to plan or to create a plan B if it’s not.
A step-by-step plan detailing what will happen on the day of the event will help you see if you’ve planned for everything. This should be in more detail than the timeline and should really illustrate what will happen hour-by-hour.
So if you’re in the first stages of planning an event, these key ingredients will help you to get on the ladder and, hopefully, go towards making it a success.