The Steps You Need to Do to Have a Successful Event

There are certain steps that must you must undertake if you are to run an event smoothly, and with the greatest experience for both the attendees, along with the planners. You must first identify the goals and objectives that you want to achieve for the program. After finding a date that suits your needs, you need to begin taking care of administrative processes, and determining the tasks that need to be completed. Once you have come up with a list of tasks and needs, you must separate each activity among the different members of your team.

In order to make your event more known, you need to focus in branding it. Marketing the program is a major key in making sure that it is successful. Your program might also not run exactly as expected, so it is important to have a master plan with a plan b. Stay within a predetermined budget, and try to get sponsorship if you can. When all is said and done, you will need to evaluate your performance, and isolate any issues or needs that must be addressed for the next event.

Effective event planning requires you to have “developed event goals and objectives” (1); what is your purpose for planning your event, and what are your limits? To go into planning without an overall goal is a call for chaos. You will be left struggling to organize your thoughts and ideas and placing them in a plan that works. A suggestion I would make is creating a checklist. Doing this will help you create a step-by-step plan organizing your thoughts in a strategic manner. Once you realize what exactly you need to get done, you need to either hire, or recruit volunteers who will help you execute your objectives.

Larger scale events will require you to “organize a team,” (1)because you can’t be everywhere at once. Picking a select group of individuals to help and giving assigned tasks is a must. You can do this by figuring out the main factors to focus on and allowing your team members to take leading roles. Delegating tasks to your team members is an important part of planning and running an event smoothly. However, without an established time-table, it becomes easy to lose track of the multiple tasks that are being performed by different people.

“Setting a date” is one of the key components to planning an event. Be realistic when setting the date: 4-5 months is around the average time to plan an event, and while planning you should give yourself deadlines with each step to the event. Keep in mind the religious holidays that maybe going on at the time as well as school breaks. Once you have a date set, you need to generate interest for your event.

Your events name as well as its theme is what’ll allow it to stand out. You need to create a unique “brand”(2) should be eye-capturing, aesthetically friendly, as well as uncommon. Your event’s name is what will captivate your audience and could make or break your event. Another way to not only draw the attention of your audience, but also help with publicity, is by giving your event a slogan. A catchy slogan allows for people to remember your event long after they stop looking at your fliers and other promotional materials.

With every program requires a “master plan” that consists of various backup plans in order to be prepared for every eventuality(2). You should always have a backup venue, entertainer, volunteer, etc. You should have a minimum of one member taking responsibility in organizing each component of the event and any mishaps that may occur.

Along with the actual event related tasks, you need to make sure that all of your “administrative” activities are managed as well(1). Planning a budget and keep track of tasks with a time management tool such as a Gantt chart, for example, is integral to running the program. These tasks form the backbone of the event, and efficiency in these areas will ensure a smooth time.

Reaching out to organizations for “sponsorship as well as partnership” is a must with party planning(1). It allows you to build engagement for the final event. It can also help with gaining sponsors and saving money.

Making a “publicity plan” helps with spreading the word about the event (1). Using social media such as Instagram, Facebook, Twitter, etc as well as posting fliers around the neighborhood helps with gaining attendees. Don’t just assume people will find out about the event.

Establishing a budget and working around a low budget is extremely hard but is still do- able. Getting sponsorships as well as fundraising can greatly bolster your funds, allowing you to run your program efficiently.

How to tell if your event was a success? Well to do so you have to look back at your goals of this event. Was it to gain awareness, relay a message, or just for fun? No matter what it’s purpose is as long as your have put your all in planning it and tried your hardest it was probably one of the best.