Introduction
Event planning in general can be a very daunting task. Maybe you want your event to gather as much like-minded people as possible, you’ll probably want some kind of way to monetize your event and a good and well thought out promotional campaign.
In the following subtopics we will discuss these points.
How to plan your own event
- Define
- Budget
- Date and Venue
- Event Program
- Logistics
- Marketing and Promotion
1. Define
What is the type of event you wish to organize? What audience are you targetting and why? How can you put your own twist on it (what will make it stand out?).
Set goals that are measurable and that will help you grow your event (if it’s to be a recurring thing). For example, number of attendees or amount of revenue gained.
2. Budget
You should, as soon as possible, estimate costs. That could include things like venue rental, catering, decorations, marketing and promotion, etc.
Some venues might actually rent out their space and already have these prices on their table of prices, saving you time on the budget phase.
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3. Date and Venue
Consider the key participants, and plan a date and time that works for most of them. And check if your event coincides with other major events that might conflict with yours.
4. Event Program
Make a timeline. That includes for example, registrations, main activities and breaks. And alocate time slots for each activity.
Decide on the type of entertainment and plan out the interactive elements as well (e.g games, workshops, etc).
5. Logistics
If your venue does not include a catering service, you should plan the catering and refreshments ahead of time. Choose a menu and ensure dietary restrictions are accomadated. Also, identify the necessary equipment, like audiovisuals and seating (e.g you might need a projector, extra chairs, etc.) And arrange for their delivery and setup if needed.
6. Marketing and Promotion
Define your target audience and tailor your marketing strategy towards this group. Define your promotion channels. Will you use social media, email campaigns or physical promotion like flyers or posters?
Try your best to form partnerships with influencers or organizations.
Set up a registration system online and consider offering some kind of discount for early birds.
Conclusion
Event planning can go smoothly if you consider most of these steps. It is a chance to connect with people who share the same interests, form communities, and make a little revenue on the side. And once your done with the first, you can look forward to the next, analyse the feedback you received and improve upon that.
