Guidelines for Event Planning 1.0: What to do first?

In the following period we will give you guidelines for Event Planning within six separate blog posts. Let’s begin with: ‘what to do first?’

  1. Decide what people are in your target audience.
    The first step should be to have defined clearly who are in your target audience. If you have this already figured out all other things, in terms of format, content, prices, location, will fall into place. This structured approach will help you to stay focused on achieving specific set goals and prevents the scope from becoming too broad or watered down.

  2. Make a detailed list of everything (including lighting and public transportation, to content and refreshments).
    All aspects matter when you decide to organize an event. From program content and lighting to transportation and parking. Every single detail counts. Your audience will attribute everything to you and your brand, which may make you aim even higher. So make sure you write down a list of important things to ensure you don’t overlook things. It is wiser to get help from an event agency to make sure you don't forget about important details. 
  1. Have a clear business purpose for holding the event.
    Ask yourself what your exact reason is for planning the event. If you have a clear business purpose, every decision should support that purpose. Some examples of business purposes:
  • Lead generation
  • Creating awareness for your company
  • Creating awareness for a particular product
  • Develop customer loyalty
  • Making money
    Don’t forget to make sure your team is aware of the purpose, so they can carry that out just as you do.
  1. Watch out for other industry events when scheduling yours.
    Make sure your event is not scheduled on or close to holidays or popular holiday times or chances might be less people are able to attend the event. Also check for other events that people from your target audience might be interested in.

  2. Be flexible with changes in size, location and other details.
    When you are a little further into the event planning process, you may find that your event changes in size, location, and many more other possible ways than you originally envisioned. This is natural and perfectly fine as long as you don’t lose sight of the reason you’re doing all this work in the first place. You should be a little flexible after all. 
  1. Know your limitations.
    Your goal presumably is to throw a great live event. To that end, you also have to be aware of what is realistic, be it budget or time-wise. If you decide to throw a live event in just a week’s time, plan for a more intimate affair. If you have a bigger event in mind, plan on preparing at least several months ahead. If the budget isn’t sufficient enough to realize what you have in mind, you will have to counterbalance with creativity and a lot of do-it-yourself work. 
  1. Create SMART goals.
    Start with a thoughtful strategy. You can compare it to starting a new business. Just like that, events start with a strong, thoughtful and measurable strategy, too. Live events are really effective to share your brand, connect with your target market, or get feedback on your product(s). You just need to know what you’re trying to achieve. Stick to SMART goals and outline what you’re aiming for and proceed in line with reaching these goals.

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