Sorry it has been a few days since my last blog post, but I’m back with a new topic I hope will interest you! With three months of summer fun awaiting you, chances are you will be attending some graduation parties, weddings, reunions, concerts, and more. So maybe between attending these events, you might have a curiosity of how it all comes together? Or perhaps you’re planning an event yourself and could use some assistance. Either way I’m here to provide you with some helpful insights! Here are 10 of my planning steps that could help you out.
*This is more of an outline than an actual guide
Step 1 Purpose/Goals
Once the idea of an event sets in, it’s easy to get lost in the excitement of the future. However, without a concrete understanding of the purpose or goals of the event, time and money can be wasted. Just by taking 10 minutes to write out a few goals you want to accomplish can save you a ton of time in the future.
Step 2 Budget
This one is sort of obvious; we all have great ideas for events, but usually not the money to afford it all. So remember to sit down and create a budget of how much money should be spent on food, decorations, location, favors, etc.
Step 3 Target Audience
Who to invite? Who is the focus of the event? Is it adults, only men, children, families, college students? By deciding on your audience, you can ensure that there is something for everyone at your event. For instance, if it’s a wedding try having a special non-alcoholic drink for children to enjoy! Or the recent 3 Arts Rivers Festival event held in Pittsburgh, PA this past weekend, that’s an event for the general public and anyone who loves art, music, and crafts. So the event offered many shows and craft booths to appeal to everyone.
Step 4 Advertising/Invites
So now the location and date has been set, it’s time to start informing your audience. Social media is a great free way to begin informing people about the event. Now if you’re planning a public event Facebook Ads, flyers, radio and TV commercials, and billboards can also help to advertise your event.
Step 5 Safety and Convenience
Sometimes the fun things overshadow the small, but still important things. Firstly, parking will be needed at every event, so be sure there will be enough parking locations for your attendees. Also, safety is very important for all the guests make sure you’re aware of all available exits, the number of people permitted in the building, and try to be aware of any food allergies guests may have or have foods clearly marked with ingredients (for larger events).
Step 6 Entertainment
Now you’ve done all the planning it’s finally time to enjoy the event so be sure to have great entertainment. Maybe you want a live band over a DJ or have a game table to keep children entertained. Perhaps a guest speaker or interactive booths if the event is for work employees. Just remember your target audience and try to have activities that will appeal to almost everyone.
Step 7 The Media
If you are holding a public event, there is a chance the local media will arrive. If they do then be prepared for questions they may ask. For instance, a biography about the company hosting the event, the events budget, and safety protocols. Just be prepared for tough questions along with the nicer ones, the media wants to inform the public the best way they can, not with what is only fun and exciting.
Step 8 Document
If you are holding a personal event take pictures and even have a guest book to help maintain your memories of the day for years to come. If it’s a company event, keep documentation of your contacts, number of attendees, problems during the event, what things worked and didn’t, and other similar items. This will help you with future event planning.
Step 9 Clean Up
After an event, being aware of the locations clean up policies is important. Maybe you can you pay extra to have others do the cleaning or will it be your responsibility to remove all trash at the end of the event? Finding this information out early on will help you to be prepared and to avoid paying any extra fees.
Step 10 Review
After the event has passed it’s good to discuss with co-workers what worked and what didn’t during the event. This can help your company hold better events in the future. And if this was a personal event it’s good to have advice to pass onto family and friends when they hold similar events.
Here is an event check list that can help you keep all your details in order.
Well that’s all I have for today. Please share this blog post with anyone you think might enjoy it and if you have suggestions for other topics you would like to know more about, comment below!