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Planning an event is a big deal, there is a lot of work involved and you need to be prepared. So before you start planning here are some things to consider to get prepared, organised and fully aware of what will be involved before deciding to go for it.
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Before you start organising your event Decide who will be helping to manage the event to make it happen. Involve
everybody as early as possible.
Set your objectives - what do you want the event to achieve, and why?
Decide how you will measure the event’s success – perhaps attendee numbers or sign-ups to a service on the day etc?
Define your target audience and decide on target number of attendees, this may be altered after you have worked out your budget.
Identify venues, capacities and layouts – you could use an agency offering free venue finding services to save you time and offer several options.
Identify the best date and time to attract the desired audience, you will need around 6-8 weeks to effectively promote the event.
Define the opportunities and benefits the event will offer your audience, what topics will you cover, what problems do you help solve?
Will you need guest speakers identify who you would like and also list back-up’s.
Check the availability of key VIPs and first choice speakers.
Decide on channels of communication with audience – email, post, advertising, social media via sales teams and other in-house departments etc
Cost the event as accurately as possible, fix a budget and identify the budget holder. Make sure you include everything - venue hire, catering, postage, venue dressing, audio visual equipment hire, transport, technicians, cost of any speakers, any printed materials.
If you would like the support of an events agency draw up a list of things you would like the agency to take on and draw up your list of two to three agencies to approach, gain quotes and include within your budget.
Now is the time to ask yourself, are the potential benefits worth the cost and time involved? If not, think again are there other ways to achieve what’s needed?
Set the admission charge, if any
Draw up a detailed project plan and timeline with clear deadlines, working backwards from the date of the event and including any post event guest follow-up activity that will be needed
As part of the plan, allocate responsibilities for the key tasks and make sure that everyone involved is clear about what they must achieve, and by when. When you are ready choose your agency and enjoy planning your event.
www.littlefishevents.com t: LittleFishHerts t: 01923 592255
