If you want to plan the perfect event, there's a lot to consider. But what's the best place to start if you're not familiar with event management? And how do you avoid planning errors, scheduling conflicts and cancellations?
There is no one universal roadmap for the multitude of events - they all differ in many small details. Nevertheless, this article provides a rough overview of the essential steps that you should definitely consider when planning.
1. define the goal of the event
First and foremost, it is crucial in event management to clearly formulate the goal of the event. What is the reason for planning this event? Are you aiming to generate revenue? Do you want to increase brand awareness or customer loyalty? Perhaps you are launching a new product and using the event as a platform to introduce it to your customers?
It is also important to determine what kind of event you are planning right at the start. Always bear in mind whether it is an employee event, a customer event or a public event .
This information allows you to make informed decisions during the planning phase and better tailor the event to your target audience.
2. develop concept
When developing your concept, you should concentrate on two main areas: organizational and content. For the organizational part, for example, determine how big your event should be and how long it should last. Assign responsibilities within your team right at the start so that no tasks are neglected or overlooked.
For the content concept, it is first important to develop an event idea and, if necessary, add a suitable theme. The theme can later influence the decorations, the dress code and the entertainment program. You should also develop the program carefully to ensure that your guests are always entertained and not bored. A consistent theme is crucial to give your event a professional touch and impress your guests.
3. budget planning
To ensure that you do not plan an event that exceeds your budget, it is crucial in event management to carry out detailed budget planning in advance. Take into account not only obvious expenses, but also less obvious costs such as licenses, travel expenses, invitations as well as dismantling and cleaning costs.
The most important cost points you should consider:
- Location: Costs for renting the venue, including any ancillary costs such as cleaning or security services
- Technology: Expenses for the rental of audio, video and lighting technology as well as wage costs for technicians or support staff
- Catering: Budget for food and beverages including service charges, tips and any additional expenses for special meal requests
- Marketing: Costs for advertising, printing invitations or flyers as well as for online advertising or social media promotion.
- Entertainment: Budget for live acts, DJs, artists or other forms of event entertainment.
By carefully planning and budgeting for these main cost points and additional expenses for your event, you can ensure that your event stays within budget and that there are no unexpected costs. If you are planning a commercial event, you can use this as a basis for calculating how much you need to charge to cover the costs.
4. create schedule
The be-all and end-all in event management is to start planning early. Reservations for venues or coordinating dates with catering companies require a considerable lead time. To avoid stress during planning, it is therefore advisable to draw up a detailed schedule.
Such a schedule not only allows you to determine exactly when which step needs to be taken, but also to identify potential delays at an early stage. It is important to plan in a buffer to compensate for unforeseen changes to the plan and thus minimize potential time pressure and stress.
5. find location
To plan a successful event, you need a suitable location. You have the option of renting a location or using your own rooms. It is important to ensure that there is enough space for all guests, the catering, the stage and the technology.
When choosing the right location, it is crucial to keep the needs of your target group in mind. For example, check whether there are sufficient parking spaces available or whether the location is barrier-free. You may also need a garden or other specific requirements that your guests would appreciate.
6. book catering and program
As a general rule, hungry guests are unhappy guests. That's why it's important to provide catering if possible. There are various options to choose from, from buffets and menus to finger food or even food trucks. However, make sure you also offer vegetarian and vegan alternatives to meet the needs of all guests.
There are numerous ways to make your supporting program more interesting and ensure that your guests have a good time. In addition to show artists, live bands or DJs can create a good atmosphere. Speakers and presenters offer an elegant way to guide your event visitors through the event. With childcare, you can ensure that guests of all ages can enjoy your event.
7. send invitations
If you are planning an event, invitations play a decisive role in your success. By using personalized invitations, you can effectively increase the number of attendees. In addition, sending "Save the Date" notifications in event management can help to generate interest early and ensure that your guests keep the date free.
Don't forget to include important information such as date, time, location and program in the invitations. To make the booking process easier for your guests, it is a good idea to integrate a ticket booking system. With a web form in SeaTable's ready-made template, you can easily implement this step and enable smooth registration.
8. marketing
To ensure that your event is well attended in the end and that all the planning effort is worthwhile, it is essential to advertise your event extensively. Use all channels through which you can best reach your target group.
For internal employee events, you can use notices in the company, announcements via the newsletter or email invitations, for example. You can also ask managers to mention the event in team meetings so that it spreads through the grapevine.
For commercial events such as festivals, targeted advertising via social media platforms, advertisements in relevant magazines and a reference on your own website make sense. If you are planning an art exhibition, you can rely on posters, flyers, press releases and the inclusion of art and culture magazines.
It is important to start the advertising measures in good time and to prepare the messages in an appealing and informative way in order to arouse the interest of your target group and achieve a high number of visitors.
9. observe safety and legal requirements
To avoid getting into trouble, you should pay particular attention to legal aspects and a proper safety concept in event management. Check in advance whether official permits or insurance are required for your event. If you offer food, you must comply with the Food Act. If you are using music, you should check whether a GEMA license is required. If you use check-in or ticket systems, make sure that they comply with the General Data Protection Regulation (GDPR).
At large events, it is important to have plans for fire protection or medical emergencies in addition to security personnel so that your guests are not unnecessarily endangered in the event of an emergency.
10. have an emergency plan
An emergency plan is of great importance when planning an event. Despite careful preparation, unforeseen obstacles such as extreme weather conditions or traffic obstructions can occur. It is therefore essential to have a well thought-out plan B in order to be able to react adequately to cancellations or spontaneous changes without being under time pressure or stress.
On the day of the event, it is advisable to call your service providers again to check that everything is going as planned. It is also important to maintain regular communication with everyone involved and ensure that your team is aware of the plan. Clear communication and a well-coordinated team are key to being able to react quickly and effectively to unforeseen situations and successfully execute the event.
Conclusion
For your event to be a complete success, it is essential to have a clear overview of your previous planning and the next steps at all times. With SeaTable's free template, you can not only plan your event in detail, but also keep track of costs, income and budget at all times.
Using the integrated web form makes it easy for participants to register for your event. You can create and send invoices with just one click, without having to put in a lot of effort. In addition, the template offers the option of using the timeline plugin for scheduling or the map plugin to visually record the event locations.
With these functions, SeaTable offers the ideal solution to optimize your event management. All you have to do to use the template is register with your e-mail address.