If you are on a budget and cannot hire an event management company,
here are some basic tips in planning your own event:
What are you planning to achieve in creating your event. A lot of
clients I talked with sometimes cannot identify the goals and objectives of the
event they wanted to implement. Most of the time, this can spell trouble
because how can you say that an event is successful if you do not know the
goals and objectives for its creation.
2. Create Your Event Management Team
You cannot do it alone. You need to create a team that will handle
the following: finance, logistics, program, visitor invitation, venue
coordination, sales and marketing.
3. Finalize the Venue and the Date
Often times the reason for the failure of the event to materialize
is because there is no definite venue and date. In our industry, if you are
already committed to the venue and date there is no turning back. I recommend
that you sign the contract with the venue. If you do this then the die is cast,
the pressure is on to make the event happen and make it successful.
4. Create a Master Plan
The master plan should contain the Gantt chart that will identify
the milestones of the event in a particular period of time in order to ensure
the event is implemented successfully. In addition, establish the Critical
Success Areas (CSA) that your event must have.
5. Finalize the Budget
The budget is critical in the sense that it is your guide to what
shape your event will take during the actual day. Resources are limited and
most of the times budget and vision must be weigh judiciously.
We do not want an event that is losing money.
6. Establish the Administrative Process
So you a one man team that gathered different suppliers and departments
to help you. This will be tough if you will not identify the administrative
process. The process acts the rules of engagement of all members involved in
the event.
You need to promote your event to attract your target audience. Your
promotion mix is dependent on your budget.
Sometimes if you event is so niche you just need a database and
social media to accomplish the number of audience you wanted your event to
have.
You can ensure the success of your event if you will tap
associations or community organizations as partner of your event.
The more partners you have the better the success ratio of your
event.
You must have this in order for you to have record of what has
transpired in your event. This will also serve as a benchmark for future
similar events.
The post event assessment is necessary to learn more about how to
make your event better the next time around. After the assessment ensure you
create a terminal report that will serve as the document to which future event
management staff can read and review to avoid mistakes and apply best
practices.
Although not exhaustive, these 10 items can already guide you in
implementing a successful event.
Good luck to your event management endeavor.
- Friday, September 19, 2014
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