Tips for Successful Event Planning & Management

‍1. Set the goals and objectives of the event

To successfully plan your event, you must establish specific objectives and your tangible and intangible goals.

First, ask yourself: What purpose does this event serve, and what is your ultimate goal?

It's important to consider how each component of your event is going to benefit your organization before you plan it. 

What is your purpose in creating this project, and how will you achieve your goals? Your tangible goals might be to gather 20 or 2,000 attendees and raise £2m in Sponsorship revenue, whereas your intangible goals will help you drive the tangible goals. 

When you set goals that have measurable metrics of success, your team will be able to assure that you achieve them. 

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2. Put together a team for your event

To handle all the details of any event, a team effort is required. It may be helpful to designate one Lead Event Manager (or Event Director) to ensure the event is well run, and to ensure everyone is involved.  In addition, a separate team responsible for the management of the following jobs is needed: venue relationship management, event speakers, marketing & PR, delegate & sponsorship sales and event coordination.

Team members should be assigned roles to increase accountability, as well as to prevent tasks from falling by the wayside. Furthermore, it may give you the option to delegate - but don't forget to factor committee meetings into your event plan time!  

3. Determine your budget

Budgeting for your event is as important as planning if not more important! It has happened that many great ideas have been brought to a halt due to team members forgetting about their budget before planning. 

We have prepared an example (below) of some of the expenses you need to account for:   

• Catering: A few words about catering - it goes without saying. In addition, take into account that your cash flow is another factor that could affect how many tickets you can  sell. 
• Venue cost: These costs could include both the rental and any insurance you will need. 
• Event Chair: If you plan on having  an Event Chair to lead the event on the day, just make sure your budget allows speaker fees, in addition to travel and accommodation costs.
• Employees: It's important to consider how many human hours will be required to put the event together, as well as travel, lodging and food costs (in the event that the event is out of town).
• Marketing, Sales & PR Campaigns: Whether you decide to promote your event through social media (facebook, instagram, LinkedIn and Twitter) or go old-school and make a lot of cold calls + email marketing, make sure you have set a budget aside.  
• Event Management Software: Consider adding an event-management software to your event planning repertoire if you do not already have one. 
• AV: A wide range of products are included in this category, from screens through PA systems to AV technician on the day, whose time also costs money.
• Other cost: In addition to these costs, even the best-planned event will involve some unaccounted expenses. By including them in your budget, you won't be caught off guard. 

When making these decisions, keep in mind the maximum amount that you can afford to spend, even if some of these items aren't yet fixed costs. For example, if you haven't yet selected your venue. 

To request a copy of our e-Book on ''successful event planning tips'', contact us today.

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