A successful event requires a precise planning. Event planning spans across various aspects of management including but not limited to planning, organizing, directing and controlling. Different kinds of events require different types of organizing and managing. While the process can be daunting, here is a general evening planning check list which could simplify the process.
Event Planning Checklist
If you are considering for an event, whether in a large scale or small scale, a basic understanding of the requirement will help you in the process. You may go through some of the guidelines and an event planning checklist for your consideration. The following are the highlights of the process we employ, but much in detail. Feel free to give your opinions and suggestions in the comment column.
Pre- Event Planning
Define event objectives, concept and theme: One of the main pre-event planning processes is to set and define the goal of the event. Once the objective is clear, the theme and concept has to be selected based on the requirements of the client.
Budget Planning: The budget for the overall event has to estimated and set. It should meet all the requirements. Allocation of budget should be done towards various aspects of the event.
Venue and Logistics
The venue should be selected based on budget and other criteria. An event timeline containing the details of tasks and deadlines has to be created. The timeline must be shared with the planning crew.Once the venue is confirmed, one should hire vendors and co ordinate with them accordingly. Vendors should be selected based on their niche, budget and market standing.
Marketing and Promotion
Marketing strategy varies across different events. While family events like weddings do not require any promotion as they are a personal affair, entertainment events require a decent marketing and promotional plan. One should up registrations and ticketing for the event. Based on the specifications, social media handles have to be used as per need.
Event Execution
Once the logistics are in place, one should prepare to execute the event. The venue set up has to be decided in co ordination with the decorators. Catering and entertainment should be thoroughly decided. All the technical requirements should be arranged and confirmed as per needs.
Recruitment
Event staff and volunteers have to be recruited and trained. Every event needs volunteers equipped to provide the attendees a hospitable experience. The staff has to be adequately trained and briefed about the itinerary of the event.
On- Site Management
Efficient on- site management is extremely important for a successful event. There should always be back up solutions and resources in case of unexpected hurdles in the running of event. One must ensure smooth flow of the event through efficient managing and overseeing. On- site registrations in case of entertainment events have to be thoroughly handled. In case of weddings and family functions, one must ensure the event is proceeding as per the guest specifications.
Post- Event
Settle Payment: After the conclusion of the event, all due payments have to be cleared. Vendor dues have to be cleared. All receipts and payments should be in place after the completion of the event.
Feedback: Obtaining the feedback of the guests and organizers of the event is a must for an event planner. Effective feedback helps in further improvement and also establishes good market standing. One can analyze the mistakes done through the span of the event and ensure steps to amend the same in future events.
While the process of event planning might be daunting at first, with thorough involvement and experience, one can pull of a successful event with ease. The event planning checklist is just a pointer and need to work in detail on those. You may contact Wayanad Events to see your event being done professionally.