Events ManagementThe basics of event planning

Summary

This presentation will take you through the basics of event planning and provide you with time to think about and plan your own event.

It will cover:● Starting with an idea●Purpose●Audience● Finance●Raising Money●Planning●Promotion●Evaluation

The idea!It all starts with an idea!

Write down your event idea.

Purpose

Before you begin planning your event you need to think carefully about why you are organising it in the first place.

Thinking about your event idea, note down your answers to these questions:

●What is the purpose of your event?●What do you want to achieve?●How will the event work?

Audience

Once you know what you are trying to achieve with your event you need to think about your target audience!

Again, thinking about your own event idea…

●Who is your target audience?● Is your event something that they would want to attend?●Think about the timing of your event; what will suit your target

audience?

Finance

You may have a great idea for an event, but you need to make sure it is financially viable.

●What is the event budget? ●Do you have enough money in the budget to cover all the costs?

Make a list of all the expenses that you envisage for your event

Finance

● Venue Hire● Catering● Furniture Hire●Decorations● Publicity Materials

(invites, posters, flyers)● Signage● Advertising●Website● Speakers/Entertainers● Prizes

● Transport● Accommodation● Staffing● Audio Visual / Staging Equipment● Licenses/Permits● Insurance● Parking● Uniform/Promotional Clothing● Administration costs

(post, telephone calls, paper)

Here are just some of the expenses that you may need to think about:

Finance

When balancing your budget the total of your income should be equal to or greater than the total of your expenditure. If your expenditure is higher than your income then you need to look at cutting some of your costs, or finding additional sources of income until they balance. If your income is greater than your expenditure then you should make a profit on your event.

Raising MoneyIt is likely that your event will not generate enough income to cover all your costs, so finding funding from other sources will be essential.

Make a list of ways that you think you could raise money

Raising Money

Here are some ways that you could raise money through your event:

●Ticket Sales or Entrance Fees●Exhibition Stand or Trade Stand Sales● Sponsorship● Sale of advertising space●Grants●Donations●Raffle

Raising Money● Sponsorship is a great way to raise money, in-kind services and

products for your event!Thinking of your event, write a sponsorship plan – what could your event offer to a sponsor?

Raising Money

Sponsorship could include…

●Premium exhibition/trade stands●Advertising space (print and website)● Sponsor logos on event publicity materials (poster, flyers, ticket stubs,

invites, emails etc)● Sponsor name added to the event name eg:

The Guardian London Graduate Fair●Verbal inclusion in radio ad’s●Access to visitor data (check out the data protection here, you need

to provide an opt out box for visitors!)You could offer several sponsor ship options eg. Gold, Silver and Bronze packages, offering a combination of items!

PlanningIt’s all in the planning

Planning is the most important part of running a successful event, and this means starting well in advance. The best way to approach planning is to develop a detailed management plan, which includes a timetable of what needs to be done and when. Here are some things to consider…

PlanningIt’s all in the planning

DateMake sure you don’t collide with other events aimed at your target audience!

PlanningIt’s all in the planning

Venue●What type of venue would suit your event?● Is the date available?●What is the cost? Is there a cancellation fee?●Make sure you are clear about what is included in the hire package,

things to check are furniture provision, technical support, staffing levels. ●Think about safety, access, and insurance – conduct a risk assessment.● If your venue is outside think about a contingency plan – what

happens if it rains?

PlanningIt’s all in the planning

Other things to consider are:●Catering – remember to cater for dietary requirements!● Speakers – often need booking far in advance!●Technical Equipment – what do you need? Do you have people

booked to install and set up?●Permits – does your event require a license or permit?●Transport – are you putting transport on to/from the event?●Accommodation – do your speakers/delegates need accommodation?●Decorations – What type? How many? Where to buy? Where to

hang?●Help – do you have enough helpers on the day and also for set-up

and clean up?

Promoting the event

Who do you want your publicity to reach? Think about your event and your target audience:

●Where is your target audience most likely to see/hear about your event?

●What will attract them to attend?

Promoting the event

When producing materials for your event – make sure that everything has a similar look: adverts, posters, flyers, invites, tickets, signage, banners, etc.

Your message should be clear and concise. ●What is the event?●When and Where is it?●Why do I want to go?●What do I have to do to attend?

Things to consider are:● How much money do you have to spend on promotion materials?● How will the posters and flyers be distributed? Who will do it?

Promoting the event

Make the most of FREE Advertising● Internet Advertising / Forums● Facebook / Twitter / LinkedIn / Instagram●Community announcements, free publications●Press Releases●Email●Word of Mouth

On the day

●Be organised!●Get to the venue early●Have the contact numbers for everyone involved in the organisation

to hand including, venue, contractors, staff, trade stalls etc●Take lots of photos●Enjoy the day ☺

Evaluate

●Did the event meet your initial aims?●What went well?●What needs improving?●What could be done better?

Evaluating the event will help you to identify and make appropriate changes, so that your next event is even better!

Summary

●Make sure your objectives are clear

●Make sure you have plenty of time

●Make a budget for the event●Take into account all your costs●Then plan how you are going to cover them

●Plan out the work – and delegate!

●Plan in detail

●Think about safety, access, and insurance

●Think about publicity

●Enjoy the day

●Evaluate everything

For next week ●What could go wrong with your ‘event/activity’?