Event planning can seem lengthy and overwhelming, but it does not have to be! This event industry FAQ guide will run you through the basics of event planning, including what event planning is, and a few simple steps to become the best event planner that you can be.
What is event planning?
If you are hosting an event, then you are going to have to tackle event planning to some degree. Event planning involves organising all the components of the event before your big day. The scale and complexity of your event plan will depend on the size of the event you are hosting, as well as the type of event, but the foundations of event planning are consistent.
Event planning simple steps
Breaking down the event planning process into simple steps makes approaching the task much less daunting. These simple steps should have your event sorted in no time.
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- Set your event goals and objectives
- Gather your team
- Set an event budget
- Choose the perfect venue
- Choose a date
- Invite guest speakers (if applicable)
- Book an event photographer
- Event marketing and advertising
- Hold your event!
- Post-event debrief
Event Planning Key Elements
Budget
To set an event budget you must estimate the likely costs of every element of your event and see how much you can logistically afford to spend on each element. Your budget will inform all decisions on the venue you select, the event photographer you choose and your wider marketing strategy.
Venue
Choosing the right venue for your event is an important process. Be sure to see what is involved in the cost of hiring your venue as they often come in a package with catering and décor.
Marketing
If you are putting your all into the planning of your event you want to ensure guests will show up! Set out a personalised marketing strategy that can include posts on your social media, emails to those subscribed to your mailing list, as well as regular updates on your website.
Advertising
Advertising goes hand in hand with marketing. You can further advertise your event in newspapers and magazines and on the radio.
Event Photography
Your future self as an event planner will thank you for hiring a good event photographer. If you get great professional photos of your event, you can then use them in the marketing of your future events. Excellent event photos can be a real selling point for prospective attendees to your events, as an experienced, professional event photographer can show your event in the best light. To find out more about event photography pricing and budget accordingly, check out our guide to event photography pricing.
Staff and Volunteers
Depending on the size of your event and your staff base, you might need to recruit additional staff (even as volunteers) to work on your event. If you are hiring new staff or volunteers, then you need to produce contracts. All your staff need to be briefed on their role in the event and provided with an event schedule.
Speakers
The speakers that you invite are dependent on the type of event you are hosting, but you must search through the wealth of talent in the given area to find the best guest speaker.
Attendees
After attracting attendees to your event through marketing and advertisements, you do not want to forget about them! Make sure that you keep your attendees updated on the proposed schedule of the event, including providing them with directions to your venue.
This event planning guide should have you thriving in your role as an event planner in no time! Remember to check out our advice piece on event photography pricing for an easy way to get the ball rolling with your event planning.
