How to Plan an Event

This checklist will give you a solid foundation for any event!

1 – Goals and Objectives

Before you can start with anything else, you need to figure out your goals and objectives for the event. Why are you having this event? What do you hope to get out of it?

2 – Your Team

How to Plan an EventPick a capable team to handle different aspects of the event. Consider having someone to handle:

– Publicity
– Venue
– Entertainment
– Sponsors
– Speakers
– Volunteers

3 – Dates

Whether this is a new, reoccurring, or pre-set event, there are a few things you need to consider when planning for a date.

– It typically takes 4 – 6 months to properly plan an event.
– Always check dates with key people to make sure they’ll be available.
– Double check that there are no holidays on the same day or near it.

4 – Branding

Three key elements go into great branding. Keep a solid theme.

– Don’t just slap on a title. Think it over, brainstorm it. Consider how your event differs from similar events, and what you’re hoping to achieve with the event.
– A tagline is an easy to remember, short blurp. Try to come up with one that is both unique and accurate.
– Logos are essential to branding. People will recognize a logo so be sure to include logos on promotional items.

5 – Master Plan

Create your master plan, which should cover all aspects of your event. This would include:

– Volunteer management
– Partner/Sponsor management
– Entertainment and activities
– Registration
– Presenters & Speakers
– Catering, logistics, and venue
– Promos and publicity

6 – Administrative Processes

These will be how you keep track of everything to do with the event, from planning and budget to registration and guest and speakers lists. There are websites that will do it for you automatically or you can use event management software.

7 – Sponsors and Partnerships

Seeking out sponsors and partnerships is a fantastic idea. Not only do they help to spread the cost around, they also have a vested interest in making your event the best it could be.

Corporate Sponsors – usually sponsor dinners, donate items for auction, and can help with costs of decor.
Community Organizations – usually help staff and plan events, and provide much-needed furniture and venues. You can also rent custom table linens for furniture.

8 – Publicity Plan

Without publicity, you could plan the most amazing event and have no one show up to attend. Make a solid plan to get the word out about your event.

9 – Budget

This should encompass every element of your event, including travel and accommodation costs when applicable, rental furniture, lunches, ect.

10 – Evaluation Process

Whatever your event’s goal, have processes put in place with your metric of success. With awareness-based events, you may have to track the popularity of the topic online and off, based on pre-event data. Keep track of money received, donated, ect.

Whatever event you choose to do, we have you covered with the broad strokes. Use this to help build a strong foundation for your event.

Muhammad Aamir