Imagine the Avengers taking on Thanos without Tony Stark coming up with a plan. Sounds about impossible, right? That’s what an event feels like if not properly planned for. Planners are the brains behind the event; it’s the first stage you consider if you don’t want things to escalate into chaos. What exactly does event planning involve?
Planning is the first of three broad steps that lead up to an event. Event planning includes identifying the customer’s requirements, communicating with your team, preparing a blueprint, selecting a venue, and other such processes. It is important to build strong connections with the team during the planning stage. Once everyone settles in, they can put their initial awkwardness aside and focus on the work at hand. Five distinct steps make the planning process:
Stages of the Planning Process
- Extensive Research
Research is the foundation of your planning; if you don’t know what you’re getting into, you don’t have an event. In most cases, you begin your research through an interview with your client. This helps you understand their needs better; however, you also need to conduct background analyses of your own to read your market. How do you do that? Visit a bunch of websites handled by event planning companies and see what they’re up to. Consider Live Hub Events, known for their extensive brainstorming work and prompt service.
Once you have a roster of web pages open before you, start taking notes. We know this isn’t college, but notetaking is crucial in creating a blueprint for your event and knowing what companies you’re going to contact. You can’t have rows upon rows of LEDs show up at a noon concert, can you? Research and take notes.
- Pick a Venue and Build your Team
Once you have a blueprint ready, you need to know where you want to situate your event. For this, you negotiate three things- the demands of the occasion, the number of people likely to show up, and your client’s specific preferences. Just because they asked for cool and refreshing does not mean you put a comedy gig inside a water park.
The next step- build a specialized team. Furthermore, check if you’ll also need to hire other companies for some of the technical work (audiovisuals, sound). Every member should realize that this isn’t about them alone. The work you do is more than the sum of its parts.
At this point, all your internal pieces should be in position. Great- now turn your attention outward and launch a viral branding campaign. What do your audiences expect? What do your hosts want? Are those two demands compatible? Ensure that this is the case, and then create a motto or a tagline for your event. It’s not enough to declare that an event is happening- you need to tell them what sets your event apart from all the others. Use the right social media sites to drive successful promotions.
Brilliant- you have all your processes up and running. Now comes the thankless part- you maintain the momentum. Conduct regular meetings with your team and staff. Set up a system for follow-ups to plug communication gaps. Each member should at least know what the event aims to achieve and what they must do to get it there.
Make a list of what every team member brings to the table and a separate list for the companies you’ve hired to take some of the load off your shoulders. Perhaps most importantly, create an escalation mechanism to funnel any disputes to the right place. This stage is often the hardest to get through, and you need everyone to care about the goal to make it work.
It’s done. You’re through with the event. Take a few deep breaths- and get to evaluate yourself. This stage is the easiest to overlook, with all team members basking in the afterglow of a (hopefully) successful run. Don’t get too ahead of yourselves. Distribute feedback forms to audiences after the event. Ask for their reviews, especially on online platforms like Google. Positive feedback keeps your morale high. Negative feedback, if handled in the right spirit, pushes you to do better. Either way, no feedback is a surefire recipe for a monotonous and tone-deaf company!
Eager to start your planning research? One of the quickest ways to get in the game is to find out what other players are doing. Check out the Live Hub Events website, https://livehubevents.com/, to know more about Event Planning.