Read: How to plan a distinctive event in simple steps

How to plan a distinctive event in simple steps

Taking the time to plan your event four to six months in advance will help turn any idea into a success. Hone your event organizer skills and use these event management steps to help avoid any last-minute problems and create an experience your audience won't be able to refuse.

What do you want your event to achieve?

It may seem obvious, but focusing on the purpose of the event from the start will help you achieve your vision. It's also essential to define the audience you want to attract and start thinking about the best ways to engage them through marketing and promotion. If you're targeting a younger audience, you'll likely find and connect with them on social media platforms like TikTok, while more established channels like Facebook work better with older crowds.

Set the Event Budget 

Are you holding the event to make a profit or just to cover your costs? Perhaps the goal is to raise funds for a charity or a noble cause? Will tickets be free or charged—and if charged, how much will they cost? Whatever your decision, the answers to these questions will help you focus on the financial aspects of your event, whether you're hosting it virtually or in person.

Determine the Date and Venue

Clarifying these key details early in the event process means you can share them with potential speakers or guests, leading to a clearer and more valuable presentation. Consider what you require from the venue (location, accessibility, kitchen facilities, alcohol license, etc.) and the most suitable time for your event, then start reaching out to potential locations.

If your event is held virtually, consider the platform you might use. Zoom is great for handling a large number of attendees.

Consider Your Event Content

Now is the time to think about timing by drafting an event schedule. Whether you're arranging a conference with multiple panels and workshops or an online Q&A with a single author, accounting for every minute of your event will help you focus on the bookings and arrangements you need to make.

 Talk to Suppliers and Speakers

Your next step to consider when organizing an event is to search for suppliers. From DJs and decorators to food trucks and face painters, much of your event's success depends on your ability to find great people to work with. Now is the time to start securing speakers and checking the availability of presenters and special guests. Find out if they are a good fit for your event by checking where they have appeared before and the type of audiences they seem to attract.

Plan Health and Safety Measures

If you're hosting your event in person, be sure to cover all possibilities by conducting a risk assessment and developing a health and safety plan to protect suppliers and attendees from potential problems. In these times, restrictions may mean social distancing measures or strict personal protective equipment requirements, so keep them in mind. For virtual events, consider sharing your list of rules and code of conduct with attendees before the big day.

 Market and Promote the Event

There is no one-size-fits-all approach to event marketing, so explore all available promotional options. Promotional campaigns and early offers are two great ways to create buzz. You can also collaborate with sponsors when it comes to promotion or conduct social media giveaways or gifts. Creating a unique hashtag can be a great way to encourage user-generated content and spark online conversation.

Send a Reminder

In the days leading up to the event, it's essential to take the time to check in with everyone. And we mean everyone. Send an email to attendees with instructions on how to find the venue or how to log in to your video hosting platform, check with suppliers to confirm appointments, and ask speakers if they have any special requests. Having these kinds of conversations in advance can save you precious time on the day.

 Have a Contingency Plan

While all your hard work will ensure the event runs smoothly, it's best to be realistic and prepare for every outcome. This way, you can plan how to respond to unexpected obstacles (such as speaker cancellations, venue dropouts, or changing COVID-19 restrictions) and put measures like clear refund policies and virtual backups in place to help avoid potential disasters.

Remember Post-Event Activities

Posting photos and reposting messages from attendees on social media may convince people they need to buy tickets for your next event. After all, no one wants to suffer from FOMO (fear of missing out). It's also a good idea to personally reach out to vendors and sponsors to say thank you and ask for their feedback. Try to learn from their responses and see if there's anything you can do better in the future.

Measure Your Event's Success

Record key metrics such as attendance numbers, profits, lead generation, and questionnaire responses. What gets measured, as they say, gets managed. By investing a small amount of time after each event, you can make those small adjustments to make the next event an even bigger success that exceeds your goals.