September 23, 2022

Payday One

Payday One Blog

THE EVENT PLANNER’S PRACTICAL GUIDE

THE EVENT PLANNER'S PRACTICAL GUIDE

We have gathered here what you need to organize a successful business event. This guide will accompany you at each stage of the organization, to limit unforeseen event planner events, oversights, and undesirable moments of stress… and make the event a real strategic asset! Events come in different shapes and formats, but the basic principles of organizing are the same for everyone. The key to a successful event is to ensure that it is well planned and that it fully meets the needs of your target audience.

What day of the week?

Is the event the fastest, easiest, and most relevant way to convey your message to your target audience? What added value can be expected from the organization of this event compared to the simple sending of a report, a brochure? Ultimately, is it THE solution to achieve the objectives event planner set by your company? Here are some of the essential questions to ask yourself before you get started. Many elements will then follow: the theme of the event, the topics addressed, the speakers selected, the necessary budget, the tone of the invitations, the decoration, and the scenography, etc. Don’t get carried away by an idea, no matter how extraordinary. Don’t forget that an event only exists if it meets its public! You should be in touch with any best event or wedding planners near me in Maryland, the United States.

Whatever your goals, they must be SMART

  • Specific. They are clear, understandable, and as precise as possible, even when taken out of context.
  • They encrypts and allow you to follow your progress and evaluate the result.
  • Reachable. They should be ambitious enough to challenge and boost motivation and focus on their accomplishments, but without discouraging your team from achieving them.
  • The objectives of your event must be part of an overall business strategy. Ask yourself if your event helps you meet your business challenges. And considerevent planner your resources (human, financial, material, time); your objective to be achieves must be consistent with your situation.
  • Temporally defined. You need to set a date to achieve your goals. Do not hesitate to decline a main objective in several stages, which can correspond to given periods (one month for example).

Event plan and the work load

The type of event chosen in line with your objectives will determine the number of people expected. The questions to be asks will therefore relate to the presence or not of accompanying persons (spouses. children), to the use or not of facilitators and speakers, to the invitation of the media to this event, etc.

To choose the date, remember to check school vacation periods, competing events, public holidays, periods identified as busy according to the sector of activity, or even the electoral calendar.

Event planner manages the budget

Regarding the place, preferably choose a places. that is easy to access and adapted to the expected attendance. There’s nothing like it to annoy or discourage your visitors from placing your event far from any transport infrastructure or planning too small (or too big). Beyond the content, it is the place that will leave a memory for your participants. In the latter case, we advise you to retain several as part of a pre-selection and to measure the advantages and disadvantages of each of them, before making a final choice.

About the duration of the demonstration, it all depends on what you have to say. If the subjects to be discussed are numerous, do not hesitate to plan your event by event planner over several days so that the speakers can present and debate in good conditions.

Finally, regarding the theme, do not make this choice lightly. It will be your common thread for your communications and the promotion of your event.

Set up monitoring tools

One watchword: anticipation! Any event is the result of a set of tasks, corporate event planner, task lists, monitoring tables. The link between all: a master organization! For everything to happen in the best of worlds and to be able to anticipate each action, here are five essential elements: the retro planning, the checklist, the technical driver, the team, and the dress rehearsal.

A checklist of things to think about on for event planner

This list will be completes little by little, as the organization progresses. This can range from “planning xx vegetarian meals” to “not setting up the furniture on the stage before such time”. This list clears your mind and keeps you from wondering if you haven’t forgotten anything.

A technical driver

The more you progress in the organization, the more the event will materialize clearly in your mind, and you will be able to plan everything, minute by minute. This technical driver, otherwise known as the “event sequence”, is the equivalent of a event planner film script. It takes up precisely everything that does at any time and by whom. It outlines the course of the day to make the experience as smooth as possible.

You are free to choose the medium that suits you best: a Word page, an Excel file, a Note. Will be indicates everything that everyone must do at anytime and anywhere.

Your team event planner

Make sure everyone knows exactly what to do. Broadcast your process to everyone and make a general briefing as clear as possible.

General repetition and event planner

Step by step, experience the event. This will give you the opportunity to compare reality with what is on paper. This is also where you will be able to do technical tests event planner and check that everything is working well. Ask yourself at each step: “What if…”. Considering the worst allows you to better prepare and imagine every unforeseen event.

Define and manage the budget

It, therefore, deserves your full attention. How much is your total budget? This is the first thing to know. Do you base yourself on an imposed budget and do you have to organize your event according to it or do you plan your event first and then see how much it will cost you?

There is never enough budget to organize an event. That’s why it’s so important to prioritize in line with your goals and be realistic in what you can commit to achieving. To stay on track and ensure you allocate your financial resources in the best possible way, here are some tips: