Planning a special occasion or event for business can be daunting. It's hard to stay focused, especially if you've never done it before. Create a list of priorities and always check twice before you make a decision. Start learning slowly, and once you get the feeling of how to approach the situation, it's going to be much easier to do everything you need in less time wasted. With the right skills, you'll be able to turn every event into a memorable one.
Establish a budget
Before you start planning, it's vital to establish how much money are you going to be able to invest in the execution of your event. Once you calculate your budget, it's going to be easier to avoid additional costs.
Revisit your budget every once in a while, to make sure you're on the right track. Make adjustments to your plans if necessary if you can't exceed your budget.
Give yourself enough time
A common mistake planners make is setting the date before calculating how much time they need to execute the event. Mistakes can happen to anyone, which is why it's advisable to give yourself more time, even if you can take care of everything in less than four months.
Ideally, you'll set a date for the event four to six months in advance, if not more, depending on how big or important the occasion is.
Communication is the key
Planning an event urges you to continually talk and share information with a large number of people. You have to communicate clearly and regularly so that everyone knows what and when needs to be done. Strong communication skills between the members of your team will ensure that everything runs smoothly and according to your plans.
Everyone who participates in the execution of your event should be familiar with their role and timing, and it's your job to ensure your instructions are clear to everyone. Miscommunication can lead to delays and other disasters you might not be able to fix.
Promote your event
You have to stand out, and you're going to accomplish that by choosing a compelling theme for your event. It should reflect your organization's brand, but it has to be unique and innovative. The crucial step is creating a logo and a name for your event.
A strong marketing plan is imperative for successful planning. Use event banners to draw attention and separate your event form the rest of the crowd. Create a memorable and catchy brand slogan that's going to leave a mark on your guests. Use those branding elements to promote your event on social media platforms, your website and invitations or mails.
Book your venue
Once you have set the date, it's crucial to book your venue as soon as possible. You cannot promote your event before you establish the time and the place, which is why booking your venue is of great importance. You must know how to pick the best venue for the occasion. Size of the venue is one of the first things you have to take into consideration before making a final decision.
Ask how much deposit you have to give for the venue before making any arrangements. Accessibility and insurance are of great importance too. In case you need to cancel the event, make sure you know how much money you'll get back.
There are many things to take into consideration before planning an event. However, if you stay focused and determined to create something memorable, you are most likely going to make it a reality. Stay focused, and frequently review your budget. Ask for feedback from the other members of your team, but stay true to your vision and creative energy.
India’s most prolific entrepreneurship conference TechSparks is back! With it comes an opportunity for early-stage startups to scale and succeed. Apply for Tech30 and get a chance to get funding of up to Rs 50 lakh and pitch to top investors live online.