At Springboard PR & Marketing, we have a wealth of experience in managing client events. There are a few vital ingredients required to making any event a success, and we have compiled a helpful beginner’s guide to ensure you create the perfect event plan.
Define your objectives.
Always ask yourself beforehand ‘What are you hoping to achieve from this event?’. A set of strong objectives can help you to stick to a core plan and produce a fantastic event.
Choose your location
Make sure that your location aligns with your objectives. Always make sure that the room is adequately equipped for your needs and ask about all associated costs prior to booking. Remember to ask about additional details such as parking, transportation to and from the venue, and food and beverage services.
Set a date
This is an important factor that many people often forget. Ensure that you create a date that is suitable for your intended audience. Make sure that it isn’t conflicting with any holidays or key calendar events, both in your industry and outside it.
Create a plan
Set yourself a timeline and include all the activities you will need to complete prior to the event. This plan can change but it is important that you can visualise everything that you need to do.
Issuing invitations
If you issue too early, people may forget and if you issue too late, people may not be able to attend. Make sure you include all the details necessary on the invitation, including date and time, location, RSVP details and any additional information that your guests may need to know about attending.
The day of the event
On the day of the event, you should arrive early and make sure that everything is in order. Remember to welcome any special guests or speakers and make them feel comfortable in their tasks for the day. Have your running order prepared in advance. It is a good idea to bring any collateral to your location early that morning, or the day before, so that any conference packs, leaflets, signage, etc., can be erected or placed where needed in good time.
Evaluate
Take the time to reflect after any event. Look at where you could manage your time or tasks better in the future to maximise efficiency and fine-tune your planning and preparation skills.
With these event planning basics, you should be able to host a wonderful event that your guests will truly enjoy.
Discover how you can maximise media coverage for your event HERE, orread more about how to make the most of your team’s event planning meetingsHERE.
Post by Susie Horgan
Susie founded Springboard in 2011, and has developed the business into a leading, director-led communications agency. She has worked for over 20 years in senior marketing and public relations roles.
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