Read: A comprehensive checklist before planning any event
Published in: 4 Jan, 2022 - 726 reads
Whether you have a small event or a big one, it will require a lot of work from you. So we've put together this comprehensive checklist to help you stay on track and enjoy the benefits of event planning, two months ahead of the scheduled day in terms of budgeting to the specific documents and items needed for event planning, use it to help make sure you're as prepared as possible.
Start as soon as possible
The earlier you start laying the foundations for your event, the more you will be able to organize in advance. Ideally, you should start working on your event four to six months ahead of time, whether you are planning a one-time event or multiple events at the same time.
Your budget doesn't have to be exact or fixed, but having an approximate number to work with can simplify costs and help ensure that you make decisions that align with your financial goals. Keep in mind that online events can often cost much less than in-person events, so going for a virtual event is a great option if you're working on a tight budget.
Choose date and time
It is much easier to make a clear timeline for planning. Here are your main tasks when it comes to choosing the right time for your event:
- Choose the date that is best for you.
- Choose the second best option in the event of unexpected obstacles.
- Think of the days of the week. The public may not be able to attend midweek events, especially if they take place during the day.
- Choose location, location and sellers
- Your location and location will depend on the type of event, numbers, and goals. For example, if you are hosting a small event, you will likely have a wider choice of venues. But bigger events will require a touch more work to find an appropriately sized space. Start your search for your accommodation as soon as possible to avoid disappointment.
If you are hosting an online event, consider the different hosting platforms you can use and the different functions they offer. For example, if you are hosting a large seminar or master class, you will need the option to mute all attendees while speaking. Quizzes and competitions make use of sub-rooms, so teams can access a separate space for planning and chatting.
Choose a Topic
- Giving your event a special theme, such as arts and crafts, can make attendees memorable while helping encourage them to buy tickets in the first place.
- Follow these simple steps to find and connect with the right speakers who will best engage your attendees:
- Identify speakers who have spoken at events similar to yours.
- Make a list of your ideal speakers, keeping your budget and audience in mind.
Sponsors can help make your event more financially viable, and can also be used for brand awareness and for cross-promotion. Establishing good sponsor relationships is essential to securing support for future events.
Now that you've got the basic framework for your event, it's time to start ironing out some of the finer details. As you define more details, update your budgets to stay on track and keep a record of all your latest estimates and quotes.