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What Are The 1st Steps In Planning An Event? Part 2

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In our previous blog we listed some essential steps/tips that one should consider when planning an event for themselves, boss or client. So here are a few more steps that we use when planning an event.

"The shape of the product is to get on finasteride." faithadopt.org

Be Flexible.  As you start the planning process, you may find that your event changes in size, location, and many other ways than you originally envisioned. This is normal and perfectly fine as long as you don’t forget the reason for the event. Planning an event requires a great deal of flexibility.

 

Find Event Tools Fit For You

Event tools are an event planners best friend! Besides online checklists, look for event apps that you feel comfortable using. Some of the popular apps are PIngg, Localist and Purple Trail.
Develop SMART Goals. It’s imperative that you start with a strategy. Just like building any business, great events start with a strong, thoughtful and measurable strategy. Live events are great ways to share your brand, connect with your target market, get feedback on your product (and more!). Stick with SMART goals and outline what you are aiming for. Then make sure that you proceed in line with reaching these goals.

 

S – specific, significant, stretching

 

M – measurable, meaningful, motivational

 

A – agreed upon, attainable, achievable, acceptable, action-oriented

 

R – realistic, relevant, reasonable, rewarding, results-oriented

 

T – time-based, time-bound, timely, tangible, trackable

What Are The 1st Steps In Planning An Event? Part 1

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Planning an event no matter how big or small can be a bit overwhelming. There are multiple steps involved. I have listed a few  steps and/or tips that are helpful when putting together an event. These steps are an intricate part to our planning process here at B Michele Events.

  1. Decide upon your target audience. The first step — before you do anything else — should be to clearly define who your target audience is. From this all the other decisions will fall into place in terms of format, content, prices, location etc. This structured approach will also help you to stay focused on achieving specific goals
  2. Make a list of details When you decide to have an event, everything matters. From program content and lighting to transportation and parking everything counts. Making a list will ensure you don’t overlook things.
  3. Have a clear  purpose for holding the event. Before you can begin planning a successful event, be clear on why you are doing it in the first place, because every decision after that should support your main goal. Make sure your team is aware of the purpose as well
  4. Watch out for other events . Check the calendar in your city and surrounding city and towns. Make sure you don’t schedule your event on or too close to holidays or popular vacation times. You want to check for events that your target attendees might be going to.

3 things to remember when planning a event

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1. Date

Everything revolves around the date of your special event. Ideally, you want to have three potential dates in mind so that you can compare availability and prices across the board. Try to include different days of the week for maximum flexibility.

2 Budget vs. Costs

It might sound impractical to work on a budget before knowing venue and catering costs, but working this way provides a benchmark for you to measure all of vendor proposals. Begin with your revenue sources. How much should you charge for attendance?

3. Know your limitations.

We all know the goal is to throw a great live event. To that end, we also have to be aware of what we can or cannot realistically do — be it budget … or time-wise.

50th Birthday Party-The Venue

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Last month I met with a client to discuss planning her and her husbands 50th birthday. I immediately got excited about the idea of planning a party such a monumental year in person life. The fact that it was a couple made even more exciting. We met for breakfast and talked about a variety of things before we began discussing her vision for her party. It’s important to take time to establish rapport and get to know your potential clients, it makes the process go a lot smoother. She began to tell me all the things she wanted from the type of decorations to the type of atmosphere she wanted. I already a few spots in mind that I thought she would like before we met. After meeting her and hearing her describe her vision I knew the 3 places I had in mind would work. Now that I had more information about the party such as number of attendees, date options, budget and time, phase 1 was complete. My team and I will move into phase 2 of planing this birthday party by contacting all the venues and checking their availability and setting up a time four our client to view each venue option.

3 Phases of Event Planning

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Every event planner has there own unique process that they use when planning an event for a client. My team and I have come up with a way to break down the event planning process that works for us. We have decided to all of the task and processes and put them into phases. We now use a 3 phase process when planning all events.

Phase 1: Consultation-  This phase is where we gather all the necessary information from the client eg. date, time, location (city), venue, number of people, theme etc. After the initial consultation and the client has agreed to hire B Michele Events we then prepare the contract and  move into phase 2 by completing an event planning checklist. This check list covers every component of the event and we are able to assign each task to one of our event coordinators. This helps ensure that we execute the plan and keeps everyone accountable. The check list is a very vital part to our process.

Phase 2: Coordination- This phase is where we contact all of our vendors that we would use and began arranging meetings and  tastings for the client if necessary. All floor plans and seating charts would be created in this phase. On full service plan we coordinate all aspects of the event such as; Decorations, Rentals, Music & Entertainment, Photography, Catering, Transportation, Speaker, Lodging, Meeting and Print Materials.

Phase 3: Execute- This phase is where we impliment the plan. All the vendors, important people and travel has been confirmed at least a week prior to the day of. The checklist that was created in Phase 1 would be used as a guide to ensuring all components of the event are taking care of eg. table decorations, sound, light, vendors,  etc.  All our client has to do is sit back and allow us to execute and create a memorable event for them.

Using SMART Goals to plan an event

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Event Planning  Tip: One essential tool in planning an event is to start with a strategy. Just like building any business, great events start with a strong, thoughtful and measurable strategy. Live events are an amazing way to share your brand, connect with your target market, get feedback on your product, but you need to know what you are trying to achieve. Stick with SMART goals and outline what you are aiming for. Then make sure that you proceed in line with reaching these goals.

S – specific, significant, stretching

M – measurable, meaningful, motivational

A – agreed upon, attainable, achievable, acceptable, action-oriented

R – realistic, relevant, reasonable, rewarding, results-oriented

T – time-based, time-bound, timely, tangible, trackable

What are ways to finance your events?

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Event Planning Tips: Develop a “financing plan” for your event. After you have a created a comprehensive budget for your event. The next step is to figure out how you are going to pay for the event. Most events are funded by sponsorships, ticket sales, internal marketing budgets — or a combination of all three. When you create your budget for the event, you’ll need to estimate how much money you can realistically raise.. Before you book your venue, hire any vendors, book any entertainment, it’s a good idea to start securing sponsors first, or selling advance tickets to make sure there is enough support for your event.

Event Planning Tips

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Event Planning Tips: Create an expense budget: Events tend to cost more than the average small business owner thinks. This is where an event planner can help you avoid headaches. Make a comprehensive list of all the expenses and then highlight areas where you think sponsors can play a role to offer something “in kind.”