Any event, whether we refer to an anniversary party or a corporate one, a wedding, a seminary or a conference, must be planned ahead, so that all the details for a successful event are established. There are some easy steps that you need to follow in order to organize an event where everything will turn out just perfect:
1. Establish the final goal of the event
Before you start thinking about how you will organize the event, you need to have a very clear vision regarding the reason of creating this event and to think about what you want to obtain from it. Formulating the final goal represents the first step in any planning and management strategy of an event, due to the fact that it offers you the possibility of directing your efforts and actions on the right path.
2. Identify the audience that you want to attract to the event
It is very important to take into consideration the preferences and interests of the people you want to invite to the event, because in most cases, the audience represents a decisive factor in what concerns the success of the event.
3. Create a team for organizing the event
If you have a tight budget or if the event is not that big, you should recruit volunteers who can help you. It is essential to establish right from the beginning the responsibilities of every team member and to supervise their work, in order to make sure that everything goes according to the plan.
4. Establish the budget for the event
The financial resources represent the engine of any event’s planning, because only after you decide how much money you are willing to spend on this event you can establish the next steps of the organizing process. For increasing your budget, you can contact sponsors who might be interested in investing in an event similar to the one you want to organize.
5. Make a research for finding the best venue for the event
Choose the venue in accordance with the number of guests and the type of event. Do not forget about the fact that the venue must be in an area which is easy-to-find, in order to make sure that there will be many participants at the event.
6. Choose a date and an hour for the event
Keep in mind the fact that if you want to have the event on weekdays, you should establish it after 6 pm, so that everyone can come, even those who have a job, and it should end at maximum 10 pm.
7. Hire a catering company, a professional photographer and a good DJ
Without these three essential resources, your event will lack “salt and pepper”. Contact more catering companies, more photographers and more DJs, so that you can compare their offers and choose the best option, taking into consideration the quality-price ratio and the event’s type.
8. Invite the people from your audience to the event
After you have established all the details which were mentioned in the above paragraphs, it is time to send the invitations by courier or mail, by email, by phone or in person, according to your preferences. Choose or create an invitation model that is suitable for the event you are about to hold. Do not forget that on the invitation you should write the name of the event, the venue, the date and the hour and, of course, an RSVP number. It is important to establish a realistic objective regarding the number of people who will come to your event and do not forget to do a follow-up in order to get the confirmation from your guests.
9. Create a promotional strategy for the event, both in online and offline channels
If you do not have much money and if the event is not a very big one, you should focus on transmitting the messages regarding the event on various online platforms. The most used social network for promoting events is Facebook, but you should be very attentive to create a private event, which can be seen only by those who are invited, because otherwise you risk to find yourself in the extremely unpleasant situation in which a great number of uninvited and unwanted people will show up at the event.
10. Monitor and control the time and the costs
These are the key-elements of the planning process, thus they need to be permanently monitored. The time mush be controlled to make sure that you are on schedule and the costs should be supervised in order not to beggar the valuation made at the beginning of the planning process and, in case this happens, to be able to rapidly find a solution for this problem.
In conclusion, you should start planning the event ahead, in order to have the certainty that you will have all the material and human resources you need and that you will have enough time to solve the unanticipated problems that may occur along the way, so that your event will be perfect.