Event planning is a big task, whether organizing a small meeting or orchestrating a large conference, wedding, or photography events in Atlanta. Every event, no matter how simple or complicated, requires careful planning and organization. From setting up a budget to completion of your event, there are several things which should be kept in consideration to make the process as stress-free as possible.
Although no two events are the same, and each event has different objectives, budgets, and audiences, there are several steps you can take to quickly begin the process of planning, tracking, and maximizing the success of your event.
- Set goals and objectives of the event
Identifying the purpose and reason for planning an event is like laying the foundation of a building, so consider it as an essential step before planning any event. With your goals and objectives in place, you can make a preliminary draft for the event.
- Create an event budget
Setting a budget for your event is very important in event planning that helps make other aspects clear of your plan. Depending on your budget level and the initial scope of requirements, you should first map out the cost of your line items to understand how your budget will be distributed according to your needs.
- Build your teams and keep them organized
It is easy to manage all the work (or with a small team) personally if the event is small. However, for big events, you need a dedicated professional team to execute the plan. Your team must include individual persons for handling venue, scheduling, creative design, marketing and communication, registration and check-in, and sponsorships. When your team is ready, you can create an event project plan. It is a detailed breakdown of every action item that identifies owners, dependencies, due dates, and termination status.
- Confirm your venue and time
Search appropriate venue and confirm it as per your schedule to shape the rest of your project plan. If you are planning for a corporate event, start developing event branding through different modes. Design a framework to be published on your website for your attendees.
- Confirm sponsors, exhibitors, and speakers
If you are hosting a big event, you will want more to eliminate costs and show more voice from the industry. Speakers, sponsors, and exhibitors are common ways to increase the number of attendees and can reduce costs.
- Include Tech tools in your events for organizing, promotion and analyze the success of the event
Identify and select your technology tools for registration and ticketing, mobile apps, live streaming and recordings, engagement, and entertainment. Use these technology tools to promote your events and analyze their success through online surveys and feedback after completion.
Besides all these elements, other considerations are also needed to organize a successful event, such as catering, decoration, entertainment, photography, souvenirs, etc.