There is more to event planning than meets the eye. If you think it’s as simple as getting the venue, inviting guests, and you can then sit back and relax, then you’re heavily misguided (although some of those things do happen, they’re only part of the equation).
In this article, I aim to provide some useful tips for new event planners to make sure that everything is going to run smoothly.
1. Research and Analysis
Before actually thinking about the event, you have to do some prior research first. If the event is a promotional tool because you want to launch a product, for example, then do some market analysis and find more information about the people who are more likely to attend, the age group, profession, income status, among other things.
To help give you an idea, you might want to look at your competitors and see how they’re doing things so you can change it up and make it unique (and even better).
2. The 5 W’s
There are actually some things that you need to ask yourself so that you can make the event more successful. Ask the “5 W questions” in order for you to come up with a solid plan of action. They are:
- Why- Ask yourself about the objectives of the event. Why are you doing this?
- What- So what is the event all about? Is it just a seminar where you invite a speaker to talk about a particular topic? Or, are you selling a product and you want to make the event as a promotional tool?
- When- This is where you talk about the time and the date. Event planning requires a lot of time to properly plan and execute. Therefore, make it a point to plan things at least 3 months prior to the event.
- Where- This specifically talks about the venue of the event. Again, research is key because you want to know your target audience and to ensure that you reserve a place where an event can be properly held. For formal occasions, you can reserve a hotel or a huge function room. For informal events like concerts, you could get an open field as your main venue.
- Who- The VIP of your events, partners, sponsors, and of course, your audience will be a part of this.
3. Event Execution
This is where you will put the things that you’ve planned into action. Event execution is the most important aspect of event planning and is, therefore, one of your top priorities.
Make a checklist of everything that needs to be done- from the decorations to the catering service. Everything should be itemized so that you can check them off the list once a particular entry is finished.
Delegate the different tasks to your team and tell them exactly how things should be executed to perfection.
4. Evaluation and Feedback
This is done after the event. Ask your team how the event goes and ask them to be honest about it. There could be some things that you need to talk about in the execution.
Also, provide a feedback form for the guests so that you will know the things that you need to improve on. In the form, you could also include questions like if they enjoyed the event, what is the most memorable part of it, and ask them how you could improve your services in the future.