Event Planning Checklist for Foolproof Event Organization
Regardless of whether you have years of experience in event planning or it is the first-ever event that you are arranging, event planning is always stressful. For first-time event organizers, the stress is because of obvious reasons. And for those who have been in business for a while now, it is stressful because every client has different requirements and they have to struggle a lot to satisfy everyone.
As per a 2017 Forbes report, event planning is the 5th most stressful job in the world. However, the internet is stuffed with resources that make the process simpler. Several articles on the internet that discuss tips, guidelines, common event planning mistakes and other things that explicitly help in arranging the best events.
Catching on the bandwagon in a slightly different manner, here we have made a detailed checklist of things/tasks that you must corporate in planning events and the right time to do them.
Have a look!
Event Planning Checklist
The key to successful event planning is making the right choices and that is only possible when you have ample time to analyze your options for everything, make comparisons, and choose the best ones.
At the bare minimum, you must begin planning at least 4 months before your event date.
· Prepare Your Goals and Objectives
If possible, start with this step 6 months before your event date.
Before anything else, jot down the goals and objectives for any event you are planning. Write down details like the purpose, number of attendees, nature of the event, cost of tickets and ways to make profits (if applicable), and the type of venue that will be needed.
· Prepare a Rough Budget
You will be able to get numerous event budget templates on the internet. Choose one and fill out the details to make a tentative budget.
· Choose the Event Date
Choose a date for your event along with another two tentative dates when it can be arranged if anything goes wrong.
· Finalize the Venue and Vendors
Write down your options for event venue and compare things like prices, location, facilities, etc. Finalize the one that best suits your budget and other needs. Talk to the venue managers to reconfirm and communicate things that will be needed like a Wi-Fi connection etc.
The best things you can do is hire event planners from the start and work with them. They have better relationships with event vendors and are familiar with the procedures. This implies lesser hassle for you and a lower risk of blunders and failure.
· Decide a Theme
Choose a theme that goes well with the nature of your event and communicate the same to the vendors you are hiring or your event planners.
· Manage Your Financials
If you are intending to get external funding, look for sponsors and finalize as soon as possible. This should be done at least 4 months before your event date.
· Promote Your Event
If it is a public event, write down strategies as to how you will market it and entice people to buy tickets.
Here are some strategies you can use:
- Develop a nice document, e-pamphlet, or email to be sent
- Make a website and promote it on your social media profiles
- Make effective use of social media platforms
- Offer attractive offers like early-bird discounts or discount on the purchase of three tickets etc.
- Write blog posts with appropriate keywords to market your event
- Create an interesting promo video
- Issue an event itinerary with attractive activities in the event (No lying, please.)
Lastly, finalize the attendees and everything else. Send reminders a day before. And don’t forget to enjoy your event because you deserve it!
Visit Scottsdale Private Event Venue to get event planning professionals to help you out!