Event Planning – Simplified!
Event Planning - Simplified


We will be dealing with the basics of the Event Planning process..

Let’s get started.

Defining the objective

The first step to planning an event is to define your objective.
An objective is a goal, and objectives should be SMART: specific, measurable,attainable, realistic, and time-bound.

As you plan, think about these questions:
  • What is the objective of this event?
  • Your target group/audience?
  • How can you plan the event to achieve your objective and appeal to your participants?

Building an organising team


An Organising Team is a group of individuals that supports the goals of the event and assists with its planning and execution. Building a good organising team is one of the most important pieces of planning your event. Your organising team is so important because they make the event happen.

What is a good organising team?
  • One that can work together.
  • One that gives support to the organisers as they do their work.
  • One that completes the tasks that it sets out to complete.
  • One that has fun while doing the work!

Creating the agenda


Deciding how to allocate time during your event is one of the most important elements of planning a good event. As you plan, remind yourself of your event’s objective and your target participants so that you can plan your event to appeal to your participants.

Concentrate on the following aspects:
  • Activities within your event
  • Allocating timeStaffing the event
  • Setting the date
The Budget

When you’re making a budget, look at the money you’ll spend (expenses) and the money you may bring in (revenue). You should always cover your expenses for your event.If you are planning a fund-raiser, you should aim to make a profit.

Make sure you have all these factors analysed:
  • Venue
  • Catering
  • Promotion
  • Materials
  • Presenters
  • Documenting the event

Raising Funds

You may not always need to make an income, but if you do, here are a few ideas.
This factor allows you to have a smooth event without any financial hurdles.
  • Participation fees
  • Product sales (sell goods/food/merchandise, etc.)
  • Sponsorship
  • Partnership
  • Association with any other event/entity

Promoting the Event

This is one of the most important parts of the event planning process. This might
get tricky sometimes if not handled properly. The internet is the best platform in this era to
promote your event.
Take a look at these aspects:
  • Reaching your participants in different ways, if possible
  • Best method (tried & tested) - word of mouth!
  • Publicity materials
  • Choosing the right title - in context of posters, digital platform creative, etc.
  • Using various media.

Logistics

Logistics are all the details that make the event happen. They range from ordering
the food from the caterer to making sure that clean-up happens after the meal; from finding
the right location for the event to making sure that you have all the props you need, like flip-
charts, markers, and other materials for participants; from creating a system for participants
to register for the event to placing the name tags on the registration table. In short, logistics
are the details that make the event happen.
Some points you ought to consider:
  • Agenda
  • Venue
  • Inviting Speakers and Facilitators
  • Props
  • Materials
  • Meals and Refreshments
  • Responding to Inquiries & Confirming Attendance
  • Registration
  • Lodging
  • Transportation
  • Documenting Your Event

Well, all this pretty much summed it up. A major part of event management is the planning
itself. Months of planning is required to execute that event which might just last for a few hours or a
day! Remember that ‘failing to plan is planning to fail!’

Bharat Sahai,
PGDMC (2012-14),
Shanti Communication School (SCS) - http://scs.edu.in/
Ahmedabad