What is an Event Plan?
Regardless of the event format, be it a business partner meeting, a conference, a trade fair, a ceremony or a party, you need a centralised event plan to help steer you and your team towards a shared aim.
Simply put, an event plan is a strategy document that details all the aspects and elements of an event.
Key Elements of Event Planning (Step by Step)
We understand that organising an event can be a tedious job and accomplishing your goals with the event is even tougher. No worries as we’ve gathered here these 4 key components of event planning that, if followed, will ensure the success of your event.
1. Event Preparation
Your event planning process should always start off with market research, followed by writing an event plan—documenting budgets, finalising event venues, drafting timelines, researching suppliers like caterers or staff members and securing sponsorship.
2. Event Promotion
This covers all of the elements that help to market the event, raise awareness and up-scale the number of attendees. Email, social media, partnerships, word of mouth, SEO, advertising, blog, direct mail, PR and discount campaigns are some of the channels you may consider using.
3. On-site Event Management
To ensure the big day (or days) goes without a hitch and that everyone is where they need to be, you need to put out any onsite fires. Even before the event, you need to already have a contingency plan ready in case anything goes out plan.
4. Post-event Review
From event breakdown to reconciling of budgets, sending thank you messages to everyone involved, share event highlights on media, distributing surveys and a wash-up meeting, these are the post-event processes to go through. Lastly, refine and adjust for your next event.
How is Planning Important for an Event?
To pull off a successful event, physical or virtual, we must focus on the planning stage, which is the most crucial step in achieving the specified goals. In fact, proper planning for events can help in carrying out a variety of critical functions, including:
- Assists in obtaining authorisation for the event to take place
- Provides all stakeholders with a road map for the event
- Ensures that you examine all important perspectives during preparation
- Make sure that nothing is overlooked
- Provides support throughout the event
- Helps you make a decision during the event
- Provides a solid framework for crew briefings
What are the steps in the planning process? (Step by Step)
To get you started with event planning, here are the 9 simple steps to follow.
- Develop Your Event Goal & Objectives
Establishing a tangible goal and objective when planning for events is the very first step to take. Know why you are organising this event and be clear of what you hope to accomplish will make your following steps easier to deal with.
- Build A Event Planning Team
In order to manage all of the specifics for an event, a dedicated team effort is required. Consider appointing a core committee member as the event chair, as well as individual chairpersons for subcommittees. Subcommittees could cover, for example, location, speakers, talents, publicity, sponsors, transportation, volunteer management, and so on.
- Select The Right Venue
For the event venue, consider if there are good transport links to the place so that it is convenient for you and your attendees. For virtual events, do some research on the platform providers to ensure that it matches your budget, brand, preferred dates and anything else crucial to deliver an immersive experience.
- Pick A Date & Time
To set a date, remember to give yourself sufficient time as event preparation. Ideally, you should have at least 4 to 6 months to plan, subject to the nature of your event. Apart from that, double-check the calendar to find out if there are any clashes with other large events or celebrations such as the big bank holidays and religious holidays.
If you’re booking a venue, don’t forget to call and check for the slot available. When inviting key participants like speakers, VIP guests or stakeholders, it will be good if you could check dates with them in advance.
- Brand Your Event
By giving a unique name to your event, it will easily be etched in your target audience’s mind. Yet, do ensure that it is clear and descriptive enough so it’s easy for people to know what your event is about.
Designing an event tagline and a logo can work as well. Both are effective branding tool that can be used on banners, event t-shirts, goodie bags, etc.
- Determine Administrative Processes
Plan ahead. Think and decide on how you and your team will be using to keep track of your planning, registration, budget, guests, and speakers lists. Consult tech experts and learn more about the event planning system they offer. You ought to layout the lead capture mechanism for later use.
- Engage Partnership & Sponsorship
The two major benefits of having a partnership or a sponsorship are to defray the costs and boost potential participation. Hence, you might want to consider calling on corporate sponsors to fund a portion of the event. Or, you could collaborate with partners who can offer an event venue or manpower to run the event.
- Create A Publicity Plan
To get people to join, you need to bring your event in front of their eyes. You may use both online and offline methods such as your event landing page, blog page, newsletters, events calendars, printed programs, media relations and social media to encourage registration.
- Evaluate Your Event
Do conduct organising debriefs with the team after the event. Present those data collected and comparing these data to the original event goals and numbers.
How to host a successful event?
The world of event management has changed significantly over the last few years, with newer technologies gaining ground and making things better. The emergence of different event software has made tasks a lot easier when deployed in event planning; one can even gain an edge over his competitors.
Aside from using these technologies to achieve set goals, it is important to analyse one’s strengths and weaknesses as an event planner. Every event planner has a differing degree of strengths and weaknesses. There are things that I value so much that do not matter to you. There are clients you would consider a perfect fit but would naturally drive me crazy.
Hence, take some time to learn about the personality you should have as a professional event planner will give you a much better understanding of your strengths and weaknesses during event planning. Subsequently, you, too, can improve your relationship with clients and vendors.
Strengths in Event Planning
These are expressly the attributes of your project which are critical in achieving objectives.
- Experienced event team
- Excellent PR
- High motivation level
- Usage of the right event marketing tools
- Good market share, strong brand name
- Many social media followers
Weaknesses in Event Planning
These attributes are harmful to your project and may impede you from achieving your set goals.
- Social loafing
- Inexperienced event team
- Lack of funds
- Low energy level
- Small social follower base
- Lack of media and corporate contacts
- Little or no brand recognition
- Small budget
A lot of people think they “know it all,” but in most cases, they are not aware of the field they are in.
However, with a due reflection on your strengths and weaknesses in event planning and external opportunities—and possible threats—you could protect yourself from missing out, and in certain cases against a bad event.
How to plan an event from start to finish? (Step by Step)
Before you get your event planning Malaysia project off the ground, bear in mind that an event plan should be crafted in a creative way yet still making it simple to follow.
You do not want to draft a 20-page document and let it gather digital dust in some unloved folder a week later. Hence, if you need a guide to start off, here’s a template for creating a winning event plan.
- The Essentials
This section, also called the top bun of a burger, includes the event name, date, location and purpose. It gives the brief of the event you wish to host—the what, when, where and why.
Identify your attendees’ core needs to proceed. What do they crave? Well, it could be the updates on the latest industry trends, entertainment to relax on weekends, opportunities for people to get involved in helping those in need, etc.
Once the needs are determined, start thinking about how your event can be planned to satisfy those needs, in terms of the event type, event format, scale and so on. Ponder carefully on what your event can offer and to what extend your event can match attendees’ needs. Give your attendees the reason why they should choose your event over everything else they could spend their time and money on.
This is about describing the key benefits of your events. For instance, you will have the best speakers in the industry to share their unique insights or the best bands in a particular music genre.
- Unfair Advantages
Your solutions could be general but think of what resources you have in hand that would make it difficult for your competitors to replicate. Do join more social events to connect with people of varied fields. They might possibly be your next potential collaborator.
For example, if you are going to host a conference, you will have a higher chance of securing more senior speakers than other conferences due to the relationships you have long built with them.
- Unique Value Proposition
To create a compelling unique value proposition, gather all the highlights of your event and make an exciting and memorable tagline of it. It should be something catchy and that no one has done that in the past.
Make it exclusive, for example, the only event your attendees get to meet and connect with the top 10 industry leaders. Or, an event that allows your attendees to be the very first to experience new products.
The essential demographics of the audience your event would want to focus on. Determine exactly who you are targeting for this specific event. Whether they are the single Millenials (aged 21-40) with disposable income but active on social media or people who are an avid environmentalist.
- Marketing Channels
Do not split your marketing channels into too many branches. Focus on only 3-5 so that you can have a sufficient budget to boost your event in each channel. Choose the channel based on who your target audience is and where they are more active.
For formal business meetings, use email, direct mail and paid social media; for festivals, utilise sponsors, social media and display ads.
- Key Metrics
Tie back your key metrics with the predetermined event purpose. Common key metrics include the profit/revenue, the average ticket price, membership growth, the total funds raised, the number of participants, the press mentions and so on.
- Event Costings
Here we come to the event budget that details your headline costs. Ensure everyone in your event planning team is on the same page as to what they can and can’t spend, and where they will need to make savings.
This includes the venue rental/platform charges, AV & equipment, insurance, talent fees, marketing, branding and printing, food and beverages as well as the door gifts (optional).
- Revenue Model
Document how you will be balancing the books and how much you expect to receive in return. Draft the percentage whether is a 50-50 (tickets-sponsorships), 60-30-10 (entrance fees-donations-sponsorships) or any other division.
How Evenesis helps in event planning?
Evenesis embraces the latest technology in event planning Malaysia software to enhance your event planning experience. Everything in one system, Evenesis can keep you and your team on top of the game while saving you time.
Think, and be successful with Evenesis – the most powerful ticketing platform for all your event needs. Sign up today!
Lack of sufficient financing for the event – organizing events with the insufficient budget may contribute to its failure. Check if you have the right buffer in case of unforeseen expenses. Inexperienced event team – if there is a large staff turnover in your event team, this is definitely a weak side.What is SWOT analysis in event planning? ›
SWOT analysis in event management
SWOT helps you analyse the success of current, past, and upcoming events. With the SWOT analysis, you not only identify the strengths, weaknesses, opportunities and threats of your project, but also divide the factors into internal and external.
- Unclear Budget – Budget? ...
- Poor Time Management – So much to do, so little time.
- Too Few Team Members – Not enough hands to get the job done.
- Purposeless Event – So just a party, really.
- Careless Mistakes – Some things simply are avoidable.
- Set clear objectives. If you're coordinating with an event planner, she might send a list of objectives your way. ...
- Start planning now. ...
- Negotiate with vendors. ...
- Mobilize your networks. ...
- Be an early adopter. ...
- Do a run through. ...
- Listen to participants. ...
- Learn from every event.
Examples of Weaknesses.
Shyness. Lack of knowledge of particular software. Public speaking. Taking criticism.
My strengths are adotablility and work under pressure and knowing my weakness and working on it also my strength. My weakness is trusting peoples easily. My strengths are I'm a quick learner, I'm disciplined enough to complete a task that has been assigned to me, and I quickly adapt to any environment.What are weaknesses SWOT? ›
Weaknesses. Weaknesses stop an organization from performing at its optimum level. They are areas where the business needs to improve to remain competitive: a weak brand, higher-than-average turnover, high levels of debt, an inadequate supply chain, or lack of capital.What are the opportunities in event planning? ›
- Manager of volunteer services.
- Activities director.
- Wedding planner.
- Event planner.
- Catering manager.
- Event coordinator.
- Special events manager.
- Venue manager.
- Conference centre manager.
- Event manager.
- Hotel manager.
- Outdoor activities/education manager.
- Public house manager.
- Restaurant manager.
That is why they call us Event Planners! The number one reason that events fail is a lack of planning. There are so many different elements & people that make up an event. You need to ensure that each individual element is perfectly organised.
- Social perception. With the rise of social media, consumers are increasingly aware of the business practices of the companies they support. ...
- Natural disasters. ...
- Technological changes. ...
- Legislation. ...
- Competition. ...
- Globalization. ...
- Data security. ...
- Rising costs.
Opportunities and threats are external—things that are going on outside your company, in the larger market. You can take advantage of opportunities and protect against threats, but you can't change them. Examples include competitors, prices of raw materials, and customer shopping trends.What is the most important in event planning? ›
Creating an event-planning checklist is one the most important things you can do to ensure your next big event is a successful one. A detailed and structured checklist will help you stay organized and on task as you plan every aspect of your event.What is the most important thing to do when planning an event? ›
Make sure you get the location, the size of the location, the catering, the entertainment and the date planned first. These are the most essential tasks to having the event be a success. People worry more about what happens at the event than what napkins they're using. Also make sure to check the calendar in advance.What are the top 10 Weaknesses? ›
- Not taking criticism well.
- Easily bored.
- Takes things personally.
- Strong willed.
- Lack of Patience.
- Lack of Organization.
- Trouble with Delegation.
- Lack of Tactfulness.
- Fear of Public Speaking.
- Weak Data Analysis Skills.
So as a recap, the four answers that you can give when being asked, what are your greatest weaknesses, are, I focus too much on the details, I've got a hard time saying no sometimes, I've had trouble asking for help in the past, and I have a hard time letting go of a project.What are 3 weaknesses in business? ›
- Weak, fragmented company culture.
- Lack of product differentiation.
- Low efficiency and high waste.
- Poor customer service.
- Unregulated and unplanned growth.
- Slower to market than competitors.
- Rigid structure that reduces agility.
- No diversification.
- Inexperience with specific software or a non-essential skill.
- Tendency to take on too much responsibility.
- Nervousness about public speaking.
- Hesitancy about delegating tasks.
- Discomfort taking big risks.
- Impatience with bureaucracies.
Weaknesses: characteristics that place the business or project at a disadvantage relative to others. Opportunities: elements in the environment that the business or project could exploit to its advantage. Threats: elements in the environment that could cause trouble for the business or project.
- Event: First, you must have an event of some sort to plan, of course. ...
- Budget: Estimate all your event costs and create a budget. ...
- Venue: The event has to take place somewhere, and that involves logistics management, food and beverages as well as the décor.
Event management has 7 key elements: event infrastructure, audience, attendees, organizers, venue, and media. Your event software should be able to manage all of these elements.What is the advantage of event management? ›
They ensure it runs smoothly
Which means that mistakes all too often happen, and you may not know how to fix them. Whilst an event management company cannot stop every single problem occurring, they can make sure that this has a minimal impact on the entire event and that it is fixed quickly.
Sample Answer 1:
“My greatest strength is attention to detail. I've always been detail-oriented in my work, and it's something I enjoy. I saw on your job description that this role involves a lot of detail-oriented work, which is one reason I applied.
- People skills. This is undoubtedly the number one quality that all successful event managers have in common. ...
- Flexibility. ...
- Listening skills. ...
- Organisational skills. ...
- Passion. ...
- Communication skills. ...
- Ability to keep calm under pressure. ...
- Problem-solving skills.
The most important responsibilities of an event manager are managing a successful event from start to finish, managing the events team, pulling together the event budget and event campaign and overseeing event templates in the event management software.Why is event planning a good career? ›
As an event planner you get to explore your creative vision and see an idea be turned into reality, from concept to execution. Those who get to express themselves creatively tend to be happier and have a more balanced life, so as an event planner you get the best of both worlds!What is the most difficult part of planning an event? ›
Budgeting is the number one most challenging aspect of event planning, according to experienced event professionals in this recent survey.
Planning attempts fail when they are not integrated into the day-to-day operations of the organization. A strategic plan without an implementation strategy is not likely to be used. Sometimes planning fails because there is poor understanding of the planning steps or planning concepts.Why is event planning stressful? ›
Stress factors here include the need to always be “on” and hyper-vigilance. Perhaps, however, the largest contributor is time. Planners are often the first ones in and the last ones out, resulting in 12 to 16-hour work days. During that time, planners may not have the opportunity to eat or sit down.What is the key of success of event? ›
Your goals should include: Participation — numbers and profile of attendees, or even specific participants. Budget — staying within expense budget and if a fundraising event, hitting your net goal. Awareness — this could mean media resulting from the event, increased knowledge among participants or both.What are the advantages of strengths? ›
Having higher self-esteem – People who used their strengths more often reported higher levels of self-esteem. Having higher confidence – People who used their strengths more reported higher levels of belief that they can achieve the things they want to achieve.What strengths do you bring to a community service event-planning team? ›
- Strong communication.
- Attention to detail.
- Financially savvy.
- Negotiation abilities.
Strengths include knowledge, attributes, skills, and talents. Weaknesses are just the opposite. Weaknesses are defined as character traits or skills that are considered negative or not as well developed. Weaknesses include blind spots, poorly developed skills, or problematic personal behaviors.What 3 strengths can you contribute to this role? ›
- Team Player.
- Time Management.
- Good at managing people.
- Meeting deadlines.
- Always finish my tasks.
- Good listener.
- Deal well with difficult customers/situations.
- Able to see the big picture.
- Consider your unique attributes or skills. ...
- Explain how your unique skills apply to the position. ...
- Explain your experience with similar teams. ...
- Express your enthusiasm for working in teams. ...
- Remain humble and provide honest answers.
- Situational awareness.
- Excellent communication skills.
- Effective negotiation skills.
- Conflict resolution skills.
- Collaboration skills and intercultural sensitivity.
- Ability to work with different personal styles and approaches.
- Understand the objective of the event. ...
- Know Your Audience. ...
- Selection of the right venue is vital. ...
- Suitable Timing. ...
- Draft a plan and follow the timeline. ...
- Create content that attracts your target audience. ...
- Design the event message you want to share. ...
- Lead capture mechanism.
Establish Your Budget
Establishing your event's budget is one of the most important parts of planning an event. Creating a solid budget enables you and your team to generate ideas within realistic parameters. This means that the parts of your event that you're excited about stay top of mind.