Event Planning – Master the Process

Event planning is best learned through practice of course. So make sure to take note of success points as well as points of improvements as you take on event planning. Since event planning consists of many different details, there is a lot to evaluate. Keeping a keen eye and an open mind is key to succeed and evolve as an event planner. Now let us set you off with some core advice on the process of event planning.

What is Event Planning?

Event planning is about designing, producing and coordinating an event. It includes everything from budgeting to choosing and reserving the event location, acquiring permits and arranging for audio-visual equipment to arranging the program, selecting speakers and entertainment and arranging for food and activities. 

The Art of Planning Events

Whether you are planning your first event or you are a seasoned pro, every successful event starts with a well thought out process to make sure you have every detail covered. We have put together a timeline that also serves as a checklist of all of the things you need to consider to create a great event.

Stages of Event Planning including Checkpoints

Here are the four stages of the event planning process before the event. Remember that after the event there is the stage of evaluating the event.

Pin down goals and objectives

Identify your objective. Why are you having this event? What are you trying to accomplish and how does having this event help you achieve this goal? It may seem obvious, but it is helpful to define your objectives so that you stay focused throughout the event planning process. Whether it is to build awareness for your brand, earn revenues or simply bring the community together, establishing objectives can help you keep on track and measure the success afterward.

Define your target audience. By identifying who you want to be a part of this audience, you can better curate your content and marketing to appeal to this audience. If you want a younger audience, hire the right entertainment that will draw a younger crowd. If you are looking to attract a community of readers, bring in a well-known author as a keynote. This kind of strategic thinking will help you attract the right kind of audience.

Design the event

Plan ahead. Event planning requires wrangling many details and the earlier you get started the better positioned you are to keep things organized. Early planning can help you build the best event possible. Give yourself the time you need to ensure you can book the ideal venue, organize the right catering, entertainment and speakers and ensure that you have a runway for marketing. The earlier you start promoting, the better chance you have of getting people to your event. Send invitations or start marketing six months before the event when people’s calendars are still free!

Get the timing right. When you are looking for a date, consider the bigger picture. If you are hosting a business conference, don’t pick a date when most people are out on school holidays. If you want to host a party, perhaps it is better to avoid the Christmas season when people already have so many commitments with friends and family.

Pick a headliner. Whether you are hosting a business conference that requires a keynote speaker or a cocktail party with DJs, good entertainment is important to a good event. Be sure to pick the right kind of entertainment for your event. A comedian might be great to open an awards dinner, while a business leader would be more appropriate to kick off a work event.

Brand the event

Create a name, tagline, and logo. Make sure they resonate with the goals and objectives as well as the target audience. 

Consider sponsors. Forming strategic partnerships and selling sponsorships is an excellent way to help underwrite for your event and earn additional revenue stream. Find partners that align well for your brand and who are looking to get in front of your audience.

Contact the press. Getting the word out about your event is an important way to attract an audience. Write a press release, share across your networks, contact the press and make yourself available for interviews. PR offers a great form of earned media to build awareness and exposure for your event.

Sell tickets. One of the main reasons for hosting your event is likely revenues, so you want to make it easy to sell tickets. Build a landing page that offers ticket sales and then promote this page to ensure people know that they can buy tickets ahead of time. Also consider having your colleagues and key influencers for the event promote the tickets to help reach a wider audience.

Coordinate the event

Set a detailed schedule. List each part of the event along with start and finish time as well as the responsible person/team.

Brief everyone involved. Team, staff, volunteers, speakers – make sure everyone knows what is expected of them. Walk through the what-ifs and how to handle them: what if there are technical issues, what if there’s a medical emergency, what if we run out of this or that?

By following this checklist you are setting yourself up to have a successful event. Read on to find out how Magnet can help make it easier to promote your event.

Event Planning Made Easy

Magnet Event Pro event planning software offers one of the best solutions for both casual and professional event planning. It is intuitive and easy to use 

Don’t waste time trying to get several different apps or services to work together. With Magnet Event Pro you’ll get everything you need to plan and manage the event in one dashboard online.

Our event planner software is free for all non-ticket sale events.