How to Plan an Event: Event Planning Steps & Checklist

We need to decide which marketing channels to use, what messages to convey, and how to reach our target audience effectively. Marketing an event is not just about selling tickets; it’s also about building anticipation and excitement. The budget will guide our decisions and help us allocate resources effectively. It’s like a financial blueprint that keeps us on track and prevents us from overspending. We need to account for all potential costs—venue, catering, entertainment, marketing, and unexpected expenses that might pop up.

A strong brand can also help you in steering the direction of your event. However, if you are planning a large event, most likely you’re going to need a properly organized team to help you plan, organize, and execute the event production. Gather feedback from attendees and stakeholders of the event, and use it to identify areas for improvement for future events. Ensure your event venue and facilities are accessible to all attendees, including individuals with disabilities. Choose a venue that reflects the tone and image you want to convey. Consider factors such as capacity, location, amenities, and the overall atmosphere to ensure that they align with your event goals. ‎A great tool to help you keep your finger on the pulse of your event is Motion’s mobile app.

It would make more sense for that company to send a proposal to an energy bar company or healthy fast-casual restaurant than it would to send one to the Golden Arches. Know the ads that pop up when you search for something on Google? These are search engine marketing (SEM ads) and they’re a great way to make sure your event surfaces in search results ” but they’re also going to cost you. With SEO, it’s not about how much you spend, it’s about how much you optimize. That’s because Google’s organic results rank web content by how useful it likely is to the user, and that’s based on a number of factors that are worth keeping in mind.

If you have a bigger budget, you can have a truncated project timeline. Any business that wants to build lasting relationships, which is crucial for your company’s growth, needs to know how to produce professional events. Hosting a corporate affair allows you to strengthen bonds with current clients and partners, while developing genuine connections and attracting future ones. A good event management tool can simplify this process and make it much more efficient. Our responsive project managers provide end-to-end event support to help you host incredible experiences for your audience. If you’re curious to see how an event management solution works, book a demo with us.

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In the planning and execution of your corporate event, you can use a plethora of software, apps and services to streamline the whole process. You can make speaker slides available to attendees, as long as they are in the correct format, by simply uploading them to the event app.

It also depends a lot upon the resources at hand, such as the staff in place vs. the need to recruit and train volunteers and is your venue event-ready. RFID technology encourage security and improves the event experience by allowing attendees to easily access the event and any exclusive areas. However, it’s also gives you an awesome tool for gathering data on attendee engagement and behavior throughout the event. For larger events, there’s also the added option of working with the CVB (conventions & visitors bureau) of a host city. Major cities use tax money to create these non-profits, which help connect events with venues at no cost to planners. For small events where you know your audience, putting together and reaching a guest list can be simple. But for larger events like a conference or a community-wide event, the attendee pool is likely to be a lot more dynamic.

With this, your team will review submitted abstracts, select speakers, and communicate with those who have been selected and those who were not. When choosing your event branding, consider that an event brand should reflect your organization’s brand but it should have a brand of its own. Additionally, think about how your brand will come across online and in real life. Lastly, consider how you will weave your event brand into the individual elements of your event. You should begin to map out your line item costs to gain an understanding of how your budget will be dispersed across your needs. If you’re looking for businesses to sponsor your event, keep in mind that they’ll be more likely to do so if they can see the clear benefit to them.

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