Planning an event is no simple task, you have to make a plan, be organized, and leave no room for improvisation. Hashslider knows how complicated can it get when something goes wrong, so we want to make it as easy as it is possible for you.
Master Planning Tips from Professionals to Anyone
Follow these easy steps and you will make the most successful events of your career, you can even become a renowned professional event planner.
1. Define Your Goal and Objectives
This is where you make yourself the first questions, the why, what, when, and where. Goals and objectives must be realistic and tangibles.
2. Organize and Delegate Work
Some events are harder that other, so you might need a team to help you achieve the objectives. Delegate tasks and work with schedules whenever is possible.
3. Be Careful about the Date
In case the date isn’t already pre-set, such as Christmas or someone’s anniversary, you have to choose the date carefully. Identify holidays, and availability with venues, speakers, guests, etc.
4. Focus on your Branding
It might seem irrelevant but sometimes the name and slogan are determinant in calling people’s attention. You might come up with a nice and catchy name, but if you do a little bit of online research you might find out that it has already been used. It can be even worse, if the name has some very common or popular word, it will be really hard for people to find information about it in search engines.
Choose the right name, slogan, logo, and even the hashtag. You will need it to call people’s attention from social media and to use Hashslider and amaze your guests during the event.
5. Write Down Your Master Plan
It’s not the same as having goals and objectives defined. The master plan are the guidelines and schedules to achieve the initial objectives. It includes the location, logistics, invitations, payments and every aspect of the event. The most important part is done at the beginning of the planning process, usually with the help and opinion of your team.
Afterwards, you will need it to be oriented and know what to do next, stress can often make people forget a lot of things. Treat your master plan as if it is the bible, but keep in mind that you can update it and change things whenever it’s necessary.
6. Find the Appropriate Partners and Sponsors
Don’t waste hours calling or emailing everyone in the city, you must first identify the potential partners and sponsors. Events are often richer if you partner with the right groups and obtain support from the right sponsors, but they can also bring down everything even if you do your best.
For example, there is no point in inviting a Chinese Restaurant as a partner if what you offer isn’t even related to food or Asian culture. It is also futile to invite chemical factories as sponsors if you are hosting an environmental event. Make short lists of potential candidates and focus your communication strategy with them.
7. Promote Your Event
Some events, such as corporate events, have the list of guests already defined. But in case you’re planning a profitable event, you should make a good publicity plan. Advertising your event is often cheaper than you think. Create social media accounts, websites, and let the news roll out. Instead of paying expensive seconds on the radio or TV, you can use the help of social media paid advertising, they are very effective at targeting your potential attendees in a determined geographical area.
8. Make a Budget
It is important to include all estimates for all the costs that you will incur. Reaching the final date and be short of money or credit can be a real catastrophe. It won’t require much math or financial expertise, you only need to look for prices, write everything down, and see what the total is.
9. Evaluate the Results
This is directly associated with the defined goals and objectives. Sometimes you can easily measure it with numbers, such as the number of attendees, donations raised, profits, subscriptions, etc. In some other cases, the results can only be evaluated by determining how satisfactory the event was for the guests, sending polls or watching social media reaction.