Basic Steps to Planning an Event

An event is a gathering of people at a common place for celebration, discussion, acknowledgment, competition, education, marketing, sharing the same values, religious and cultural reasons.

Events occur all over the world 24/7 whether it is a wedding, national victory day, a music concert, the launch of a new company or the great Ethiopian run-in which locals participate to the international events in which a number of nationals attend such as The golden globes award, The Olympic games, Comic-Con, Paris fashion week or the General assembly of the United Nations. Events are around at any corner.

When an event had excellent feedback, a large number of participants, uninterrupted stage performance and it was safe and unforgettable then and only then we can conclude that it was a successful and well-organized event.

To organise a successful event at any scale following the basic steps listed down in this article is all you need. Thus grab a pen and take notes as we dive into the world of event organization.

Steps of event organizing

Step 1:- Determining the “GOAL” of the event

When preparing an event, it is important that the event carry on a specific goal it should score. You should spend time brainstorming and drafting the goal you want to reach with your event.

Step 2:- Setting up “OBJECTIVES” of the event

This step is where you set and identify the type and kind of the event you are organizing. At this step is where the qualitative and quantitative aspects are set including:-

  • Date and time
  • Number of attendees
  • Location and venue
  • Type of event

Step 3:- set up the “BUDGET” of the event  

Setting up an event budget is extremely important because it gives you a clear image on how much you need to organise a particular event. You can also identify how much money you have in hand and how much more you can add via sponsorships and donations if it is applicable to the type of your event.

Step 4:- Building a rockstar “TEAM”

Wheatear an event is small scale or large scale you need to build a strong and reliable team you could trust as each of them responsible of managing and working on a specific role add to the overall event successfulness. Building a strong team is very important in implementing the above steps that were conceptual.

The team you built brings your goals, objectives, and budget to the ground. The team you build should be able to manage and carry on the following tasks with precision and accuracy

  • Project management
  • Venue selection, design, and decorations
  • Scheduling
  • Creative design
  • Logistics
  • Marketing and communication
  • In addition to those above based on the type of your event a sponsorship professional and a registration and check in professional is required in your team.

Step 5:- Developing event “BRANDING”

On this step you are responsible on developing the event’s brand through the various ways possible. You should name your event and give it a unique theme and design to your event. At this step you should also be able to create a social media presence for your event.

Step 6:- “COORDINATION” of the event

This is the last step you take before your event happens. Take a few days before the event to check that everything is as planned. It is on this stage that you let your staff know every bit of schedule of your event.

Step 7:- Event “EVALUATION”

This is the last step of organizing a spectacular event, this step take place at the time of the event taking place. At this step you follow through the event and making sure that everything is going as planned.

Event organization steps may differ because of various factors but the seven steps i.e. GOAL, OBJECTIVE, BUDGET, TEAM BRANDING, COORDINATION and EVALUATION are always mutually present in every event organization. Follow these steps and you will organize a successful event.

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