Are you part of the planning committee for your upcoming event? Perhaps a wedding, corporate event, or even a birthday party? And you definitely would want your guests to be invited to a memorable event. But what are the few important steps that are necessary towards ensuring an effective an successful event planning and management?
5 Components to a Successful Event Planning & Management
1. Objectives and Outcomes
What is the purpose of your the event? Even when the type of event is self-explanatory, it is essential to define the event objectives and outcomes. Setting those will guide your planning phase in the right direction. It is easier during management as well, for in the event that your itinerary does not go as plan where you have to make critical decisions.
2. Time and Venue
Majority of the event details/itinerary would only be finalised upon confirmation of the venue. However, that should not stop your from planning your contingencies. Some venue management may take a longer time replying to their sales enquiries.
Event does not run on its own cost. Plan a reasonable budget to achieve your event's objectives. Too little, restricts an effective planning. Too much, does not justify returns over the expenses in organising the event. Should you have intentions to seek either sponsorship or partnership, it is imperative to draft a proposal where one of its key components is Budget Planning.
The few ways to plan a memorable event is to create an experience that your guests would be able to remember after leaving the venue. Product demostration, keynote speakers, games/competition, hands-on workshops, or door gifts. However, it is important to decide on the right engagement in consideration of the guests demographics, event theme, event objectives.
5. Event Promotion & Advertising
Firstly, have a realistic understanding of guests/audience mentality towards attending the event. Secondly, set a target audience turnout. It is recommended to se a higher target to achieve your actual desired audience turnout. For example, in order to confirm 20 attendees, you may need to send out invitation to 100 individuals with (20% probability of attendance) Therefore, to ensure a crowd of 200 attendees, you will need to ensure promotion and advertisements are able to reach out to a 1,000 individuals.
We hope these tips would give you a better and clearer understanding on a planning and managing a successful event. If you have comments or ideas to this article, feel free to write to us!