Events of all kinds require proper planning and execution. A poorly organised event can damage the reputation that you have built over the years. The right planning overlooks all aspects of an event, from the initial stage right up to the day of execution.
Here’s a Deeper Dive into the 6 Elements of Event Planning:
Decide the Objective and Agenda of the Event
For an event’s success, aligning your goals and objectives with your primary purpose is important. If you have fully understood the purpose of your event, planning becomes a lot easier.
What’s more? You will know exactly where to splurge and save. Set realistic goals in order to achieve a successful event because small and careful steps will result in a favourable outcome.
Curate a List of Potential People You Would Like to Invite or Involve
Curating a list of people you would want to invite might seem like a daunting task. Events are a great opportunity for you to market yourself and socialise with businesses and organisations.
Align your company’s goals with your target audience and reach out to them once you know does and doesn’t make the cut. Once you’ve curated your list, figure out how you will reach out to them. Potential and effective means include search engine optimisation, pay per click, social media, email marketing, and telemarketing. Looking for your audience this way will also help you decide the kind of events you could host in the future.
Select the Right Venue
The earlier the better. Once you have a good understanding of your estimated venue size, budget, and space requirements, you will have a fair idea of your venue choices.
Try booking a venue at least six months prior to your event. That way you will have enough time to plan other important things such as websites, event brochures, and catering.
From college fests to sports events, from weddings to business conferences – banquet halls are usually a preferred choice for various kinds of events. A banquet hall is fully-equipped to provide you with all the services under one roof! Be it arranging for catering, decoration, or accommodation – a banquet hall does it all.
Draft a Plan and Follow the Timeline
Now that you have your objective, target audience, and venue all in place, it’s time to execute the plan. The complexity and size of the event should give you a fair idea of how early your execution should begin.
Invest Time in Deciding Event Flow
Whether it’s an event organised on a large-scale or small-scale, a planned or a scripted presentation is a must. Of course not exactly like the ones you see written for a play, but it should have a beginning, middle, and an end.
Pay close attention to the sequence of events as it will affect the flow. At times, the inability to plan when to do what can shift the focus and engagement of the audience.
Close the Event Gracefully
Closing an event needs to be carefully planned. You might need to pen down the details of the event such as debriefing everyone involved and showing your appreciation for their efforts, cleaning up the event venue, and closing out your budget.
Event planning is hard work, but if you successfully execute your event, there shouldn’t be much to worry about. Proactively delegate tasks to your team members and stay focused on things that need your utmost attention.
Rishi Kamra works with Grand Mercure Vadodara Surya Palace. He has over a decade of experience in the hospitality and event management industry which allows him to create value-driven content for his readers. Travelling and photography are his two passions and in his free time, he enjoys working with the youth of his city by volunteering his time and mentoring young adults.
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