Whether a wedding, donation gala, or company party: Dates have to be set for an event, invitations sent and the catering service booked. Good event planning is recommended so that everything runs like clockwork.
Successful event planning using a checklist
Type of event and motto
Every event is different: The preparation differs depending on whether you are to organize a medical congress or the company’s own Christmas party. Therefore, the type of event and motto must first be defined. The thematic framework ultimately has an impact on the time and place of the event and thus also affects the further organizational process.
Coordination and Management
Who is involved in the organization and who takes on which tasks should be clarified in advance. In addition to an overview plan, create individual partial plans with the task fields that are relevant for the respective team members.
Create a schedule
Timing is everything! Therefore, time management should not be missing in your event planning. You should start preparing as early as possible. So you have enough lead time for reservations and appointments with locations, speakers and speakers, show acts, and the catering.
No less important for the successful planning of an event are the costs. Establish a financial framework and realistically estimate the expected profit or the expected costs. So that the budget for the Christmas party is not doubled in the end, a regular check of the target / actual status is advisable. It is also advisable to set up separate project accounting for events with a long lead time and extensive planning. So that the costs do not go beyond your budget, you can look for savings measures. You may find volunteers to help set up or dismantle and compensate them in the form of free drinks and snacks. You should also include the cleanliness of the venue or the hotel, will help you with their top paint finish.
Venue and day of the event
Which location it is of course depends on the budget. But there are also other factors, such as:
- kind of event
- Number of participants
- Service infrastructure
- Range of hotels and restaurants
- Transport connections and available parking spaces
- Technical capacities
- Booking conditions and payment methods
- Conditions for catering on site
Now that the place and date have been set, it is time to get down to business: the concept of event planning is ready and waiting to be implemented. This includes above all reservation and booking of the necessary service providers, in detail this includes:
- Find catering
- Select music
- Order furniture and technology
- Clarify transport options
- Select decoration
- Book a photographer
- Hire a security service
- Find speakers (at meetings, congresses, and conferences)
Invitations, Marketing & Advertising
If everything is booked, you have already done a large part of the work in your event planning. Now you can invite the guests or set up a PR campaign for your event in order to attract attendees. The motto is not only to organize but also to communicate! With a good marketing plan, you can increase the number of registrations, especially in the weeks leading up to the event. For example, have flyers printed or hang posters in the vicinity.
Data protection, security lines, and legal issues
Better not leave anything to chance on this point. Obtain all permits in good time and, if in doubt, consult an event security specialist. You should also find out about the current provisions of the GDPR, for example, data protection for photos.
Important information on the day of the event
Now the time has finally come: the big day is here and we can start. Be there early: Check the furniture and technology one last time before the guests or participants arrive. Monitor processes such as admission or delegate tasks to the responsible people and helpers.
The planning of the event was a success and the event was a complete success – now you can sit back and relax and put your feet up? Not quite, because after the event is before the event! With all the joy and relief, you shouldn’t forget that. Analyze both the planning phase and the course of the event. Make a note of where there is room for improvement. This also includes misjudgments when it comes to budgeting. Just like the feedback from guests, participants, suppliers, or speakers.