Events Planning 101 | Events Lecture Series

Saturday, August 04, 2012

“If you fail to plan, you plan to fail”

This dictum is very much true in the events industry. Actually, we knock our heads to the wall just to create a complete plan that delivers the client needs. So, I am crafting here the basics to help you win the battle in terms of creating a plan.

After the client and you, as the event manager or event planner agreed on what are the objectives of the event, the next best thing to do is plan on how to make the event become a reality.

I read a lot of books and some are very complicated requiring a lot of metrics. Not that I do not concur with their ideas but there is a simple and easier way to plan an event.

First breakdown the plan into three parts: the three parts are pre-event, actual event, and post event.

I.              The Pre Event

Pre Event basically contains the following (you can add depending on the complications of your event)-
  • Operations include your organization and their tasks
  • Staging and Stage Management include sounds, lights, avp, script, directors
  • Program include speakers, program, script,
  •  Venue include venue contact, venue arrangement, food, ingress, rules and regulations
  • Registration include the visitor or attendee lists or directory, I.D., loot bag, event kit,
  • Documentation include photo, video and collaterals collection
  • If Sales and Marketing is included in the agreement include sales collateral, promotion plan, contracts

II.            Actual Event

  •             Review the Operations Organizational Chart must include Operations Head, Program Head, Registration Head, Exhibit Head, Speaker Handlers; Stage Management Head included here are the Directors of the different technical needs of the even
  •        Execute the plan or the Daily Run Sheet.

III.           Post Event 
  • Terminal Report
  • Photo and Video Documentation
  •  Assessment Meeting with the Client

As you can see this blueprint is just the basics and depending on your event you may add or delete some portions. But just to serve as a springboard this plan is best for conferences or corporate event.

Again, the most important part in creating an event plan is to answer the question “How will I achieve the client’s objectives”. After that, break your plan into the three most important parts which are mentioned above.

Happy event planning!

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