A well-organized event creates beautiful memories, brings out joy, and most importantly can change people’s perspective on looking at things. The impact can be small or big but from our end what we can give is a pleasant event with appropriate themes, easily accessible venues, and good food that’s the secret behind any successful event.
In planning for any event irrespective of high or low budgets, and more or fewer attendees, the basic step is to take an abundant amount of time and effective execution is all matters. Below is the guide on how to plan an event in a creative, strategic, and organized manner to keep track of every move you make.
Vision is your foundation
Vision assists you to follow what you have planned to achieve. Every event has its purpose i.e; a product launch or company conference, a family meeting or a client party, and so on. So, each event is different and requires planning from selecting your team members to how else it can feature on your brand. Vision also includes attendees you expect, drawing any media attention, and how well it meets your company’s mission.
A good team is a weapon
Vision can be created by you but you need a team to lead it. As an event organizer, you can either hire people or outsource the work respective of categories. Every event has four main categories:
i) Appropriate theme(decorations)
ii) Catering arrangements for the event
iii) Security for attendees
iv) Finding sponsors and partners
v) Technically skilled people
The event organizer handles putting together a team and delegating the work by their skill and experience and he/she has to keep track of their team at each niche.
Budget Planning is important
For all the above points mentioned the event organizer has to plan a budget before any action takes place. Setting a budget for all these elements makes a bigger checkpoint in your event planning. Always keep extra funds for each category and miscellaneous so you don’t miss out at the end. Softwares are available which keeps tracking your budget or having an accountant with you works well too. Organizing at Off-seasons, negotiating, package deals and free tools helps to cut down budgets.
Choosing the venue and date
It is the next step in moving forward with the plan where the actual action takes place. Finding a venue on your available dates is a hard job, and most importantly it should please your client. So, check your event dates and find event venues accordingly. It’s better to do a booking once you have your venue and date fixed and a venue should have certain things such as:
i) Enough floor space for people to feel comfortable.
ii) Wi-fi connection for company conferences.
iii) Technical elements like A/V, sound equipment etc..
iv) Enough parking space.
For risk management factors choose a venue that has a cancellation or refund policy and never forget your budget.
The event will be a hit or it can go wrong so don’t worry about it. Read the above guidelines a few more times and it’s always good to collect feedback from your clients or attendees to correct your mistakes. Make sure you judge the event’s performance by using free software available at the planning market.
Keep a record of your success rates and find ways in which you can grow further. If you have an event coming up please contact Brandwar for an impeccable experience. We capture your memories and success with the motivation to reach heights.