How do you plan an event? What do you need to know? Well, how long is a piece of string?
The event planning process is arguably the most important. Even the most seasoned event managers can sometimes overlook critical elements that are fundamental to a successful event.
In this blog post, we’ll shed light on three often-overlooked aspects of event planning and explore how addressing these gaps can make all the difference.
The 5 stages for event planning
Here is a quick recap of what the event process looks like from an event management agency:
Stage 1: Research, goal setting, and figuring out if it’s doable
Stage 2: Choosing the theme and design of the event
Stage 3: Focus on the details for a successful event
Stage 4: Event execution
Stage 5: Post-event guest communications and team debrief
As you can see, there is a little bit involved. You can read more about this in our blog all about the process of working with an event manager.
But if you are starting out, this is what needs to be established before even going into stage one mentioned above.
1. You are missing the foundations
When it comes to event planning, foundations are everything. Yet, many tend to dive into logistics without establishing a clear purpose and direction for the event – maybe this happens to you too? This oversight can lead to confusion, delays, and debates down the road.
It can also impact the results you get from your event and the possible return on investment (ROI).
Here is what you need:
Purpose and Objectives: Before you start planning, take the time to define the event’s purpose and objectives. What is the ultimate goal? Why are you organising this event? Understanding your “why” not only provides clarity but also guides decision-making throughout the planning process. Even during the tough moments.
This can also help you understand the “success” of the event on the post-event debrief.
Know the people involved: A common pitfall is getting caught in endless debates about the event’s purpose. To prevent this, involve key stakeholders early, gather their input, and make sure everyone is aligned on the event’s objectives. Having a shared vision minimises unnecessary discussions later on.
When it comes to stakeholders and planning groups sometimes less is more. You don’t want too many cooks in the kitchen.
2. When you have plenty of time, until you don’t
Time management is often underestimated in event planning. You might feel they have ample time until deadlines loom large and stress levels skyrocket.
This is what we recommend:
Realistic Planning: It’s crucial to give yourself ample time to plan an event. Event planning is a complex process that involves multiple moving parts, from venue booking to vendor coordination. Rushing through these steps can lead to oversights and subpar outcomes.
Establishing Deadlines: Create a detailed timeline that outlines all necessary tasks and their respective deadlines. Be realistic about the time required for each task, and allocate buffer time for unexpected issues that may arise.
Stay Ahead: Remember the old, “We have plenty of time until you don’t.” Procrastination can be a planner’s worst enemy. Start early, stay organised, and consistently monitor your progress to ensure you stay on track.
3. You don’t have clear communication with the planning group
Effective communication is the glue that holds a successful event together. Without it, misunderstandings, missed deadlines, and confusion can derail your plans.
We have seen this happen before. When communication in an event group isn’t strong, things take a long time to get moving.
For example, entertainment takes months to coordinate because of indecision. While these things can take time to lock in and come to a decision on, when you have a proper event plan, boundaries and deadlines are set so these things don’t happen.
Here is what you can ensure:
A Defined Timeline and Deadlines: As mentioned above, establish a clear timeline with specific deadlines for each phase of the planning process. Share this timeline with your team to keep everyone on the same page and stick to these boundaries.
Clearly Defined Roles: Assign roles and responsibilities to team members based on their strengths and expertise. Clear delineation of tasks minimises confusion and ensures accountability.
Boundaries on Timelines: Define boundaries for decision-making and revisions. Changes should be considered within the framework of the timeline to prevent close deadlines.
Event purpose: when making tough decisions remember what your purpose is. This is why it’s so important to have this confirmed by everyone when establishing your foundations.
Final thoughts
While event planning can be complex, with the right framework and foundations you can really set yourself up for success.
Building a solid foundation, managing your time wisely, and maintaining clear and concise communication within your event planning team, you’ll be set up to create memorable and successful events.
So, let’s ensure that these crucial elements are never missing from your event planning playbook, making your next event a resounding success.