A Complete Guide About: How to Plan an Event

Are you in need of some event planning advice? We can assist you with developing, organising, and executing a comprehensive plan for a conference or other large-scale event. Here you can find a comprehensive guide on event planning and how to promote your event, complete with helpful checklists, step-by-step guides, and expert advice. 

This blog will walk you through the 17 essential phases in organising your event and how the top event management companies in Jaipur help organise a successful event. 

What is Event Planning?

A well-thought-out event plan specifies each step that will be taken to ensure the success of the event. It covers every facet of an event, including when it begins and ends, how much it costs, where it will be held, how it will be promoted, who will attend, and more. Though the specifics of the event’s planning process may change depending on its scale, the underlying difficulties will always be the same. Whether at home, at work, or in the community, most people have experience organising a gathering. Let’s consider just major occurrences in this piece to create an event.

The reasons why people employ event planners

A skilled event planner is an invaluable tool for any gathering, whether business or social. You may save time, effort, and money by hiring an expert. When you hire them, they’ll help you with everything from finding a location to arranging the logistics. In terms of site, food, equipment rental, personnel, etc., an experienced expert can tell you whether your budget is reasonable. Hiring the best event management company in Jaipur means not having to guess at the final cost. 

A professional will better understand what components of the event management plan are most important since that is their job. You won’t have to waste mental energy wondering what to do or when. An event planner may pre-vet potential suppliers and attend meetings with them on your behalf to save you time. A committed planner will establish deadlines and do whatever it takes to reach them, resulting in a successful event that doesn’t break the bank.

Who works as an event planner?

Planners for events, often called event coordinators or event professionals, oversee and handle all aspects of putting on a successful gathering. Their responsibilities range from coming up with event concepts and themes to creating budgets, reserving venues, communicating with vendors and customers, overseeing event logistics, and delivering post-event reviews.

Below are the 17 steps to follow on how to plan an event

• Create your budget

Make an event budget and estimate all the expenses associated with the event. Many aspects of planning your event, such as where it will be held, how it will be promoted, etc., may be affected by your budget. Budgeting is a crucial element of event preparation. You and your team can brainstorm more effectively by establishing a realistic budget. That way, you can keep the aspects of your event that you’re most looking forward to front and centre. Rather, they are recalculated based on your current financial situation.

• Choose a location

Once you’ve decided on a date, it’s crucial to reserve the venue without delay for organising a successful event. Setting a date and place for your event is a prerequisite to spreading the word about it, so be sure to get this done as early in the planning process as you can.

(It is worth noting that being flexible with the date might help you out at this point and allow you to choose from a more extensive selection of locations.)

Always think about the following while deciding on a location for your event: Accessibility. Whether or whether the venue has elevators and handicapped entrances is a significant consideration. Changing rooms for all sexes? Is there room for a live captioning screen or interpreters? This is one of many considerations when picking a location where everyone can relax and enjoy themselves.

The ideal venue for a gathering of 50 people will be significantly different from that required for 500. Consider whether you’ll need a green room for your speakers and/or VIPs, as well as whether you’ll need separate spaces for breakout sessions and other small group activities.

• Create the Ideal RFP

Companies often reach out to prospective vendors with a formal request for bids known as an RFP. The buyer is looking to acquire services and has issued a call for offers from interested parties, and such ideal RFPs must be considered for executing an event. 

• Consider Proposals

When you have a firm grasp on the event’s budget and schedule, you can get down to the meat of the planning process. Making a comprehensive strategy and considering proposals for the event can help you keep track of all the moving parts and facilitate communication with your event’s volunteers and planning committee.

• Locate your partners and merchants

You may reduce your expenses and enhance interest depending on the type of event from prospective attendees by enlisting the aid of partners and sponsors. The more people you invite to your event, the more fun everyone will have, so it makes sense to get them involved. If possible, get some of the event’s funding from a company. A national group may sponsor a dinner; a major corporation could donate a door prize; a local company could present a significant silent auction item, and so on. Collaborate with local groups that may provide resources such as a location and help plan and staff the event.

• Event objectives and timetable

Setting concrete targets is the first order of business when organising any event. Ask yourself why you want to host this gathering and what you intend to accomplish. Before beginning your event’s planning process, knowing your organisation’s most important objectives can help you create a flawless experience.

Seeking to get the word out about a good cause or amassing a certain amount of money for an upcoming endeavour? Do you anticipate 50 or 500 attendees? To increase the likelihood of success, have your team set goals with measurable KPIs.

• Define SMART Goals

Your event’s success depends on having a well-thought-out strategy by the event companies in Jaipur. SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) objectives and a schedule serve as the coordinating framework for these factors. Our suggestion for determining your timeframe is to count backwards from your event’s date (a work-back schedule!).

• Create Your Event Branding

What makes your event stand out from the others may be the topical and intriguing subject you choose. Pick a lively motif, and incorporate it into the event’s name and decorations. Emphasise what makes it unique, particularly in digital marketing, since it is what may ultimately entice people to come.

Create a brand mark by You should have a logo if you’re organising a large event or a series of events. Create instant brand awareness for your event across all promotional materials with the help of a memorable logo (such as t-shirts, water bottles, bags, and more).

• Organise your group

Organising any gathering requires a dedicated group of people working together. In addition to appointing a single Event Manager or Event Chair, it may be helpful to designate separate Chairpersons for any relevant subcommittees. Assigning specific responsibilities to team members ensures that work won’t go unfinished. In addition, you’ll be able to delegate tasks; remember to provide time for committee meetings when scheduling your event.

• A solid marketing strategy will help you promote your event.

You may use Facebook or old-fashioned leaflets to spread the word about your event. If you want individuals not acquainted with your brand to start remembering it exists and attending your events, you need to get your name, slogan, and logo out everywhere.

• Work with providers to meet your event’s requirements.

Find those willing to take on leadership roles. Who is responsible for training the volunteers after they have been recruited? But how exactly do you plan to oversee all of that instruction? Pick a volunteer management team and instruct them via documents or in-person (or online!) training. Both would be an absolute home run. Make sure you have adequate help by setting up volunteer positions and publishing calls for help in plenty of time before your event.

• Use event technology to simplify planning and provide a better experience.

Ensure the available area is conducive to the setup of any necessary audio equipment, such as speakers and microphones, by providing enough power outlets and/or extension cables. The same holds for the availability of internet (and cellular service! ) and any other technical requirements for your event.

• Charts And Graphs

These diagrams are also helpful in organising and prioritising tasks, allocating and tracking resources, and keeping track of time. What stands out most about charts used by the event management companies in Delhi NCR in project management is their capacity to simplify otherwise difficult-to-understand data.

• Venue Sourcing

When venue sourcing, look for the particulars, such as, is there a parking lot nearby, or is public transportation a viable option? Do you need to have your insurance, too? In what ways are you liable for their actions? What is the venue’s required down payment? Is there going to be a price hike? In the unfortunate event of a cancellation, how much money would you be refunded?

• Confirmation of Speakers and Special Guests

Speakers and special visitors who are leaders in the industry, specialists in the field, or influential members of the local community are invaluable assets. The success of your event’s registration and attendance rates may hinge on your choice of keynote speaker.

• Choose your measurement

For choosing the measurement of your event, pay attention to what’s happening on social media, as it goes without saying that you need to be present on social media in the run-up to the big day.

• Identify and select technological tools.

The ultimate purpose of adding technology to your event is a better user experience for attendees, virtual audiences, and event organisers. For instance, event technology has the potential to speed up the registration process, leading to happier guests.

Conclusion

The moment has come to put everything in place to provide a memorable event experience. Putting up an event requires not just time and money but also creativity. When you add those 17 actions to those three items and hire the best professional event management company in Jaipur, like Le Magnifique Events, you will be well on your way to achieving your goal.