Checklist: How to plan your event
Planning and organising an event is a big responsibility. Thinking of everything whilst keeping track of it all is a real challenge. So make sure you plan your event well in advance and in detail.
What’s the best way to tackle this task? It’s simple: we’ll support you with our checklist and give you tips for organising your event. The best thing to do is simply download our checklist as a PDF here, print it out and tick off each item as you go.
1. Ask yourself: Who is my target audience?
Right at the very start, even before you begin organising the event, you should ask yourself: What is the aim of my event? And, consequently, who is my target audience? The more precisely you define your aim and target audience, the better you can tailor your event to them and plan it in detail.
2. Draw up a rough plan: schedule, number of participants and budget
Don’t get bogged down in the details at the start; instead, begin by drawing up a rough concept for the event.
- How is the event likely to unfold?
- Approximately how many participants are expected to attend?
- What is the budget available for the event?
Using this information, you can plan the initial key details for your event, such as a possible venue and date.
3. Divide up the work: putting together a team
As planning an event is a very extensive and time-consuming process, it requires putting together a competent team as well as a Clear division of responsibilities. You should therefore define roles and responsibilities at an early stage. To this end, you should also draw up a Schedule of regular team meetings, to drive event planning forward effectively.
4. Go into detail: catering, lighting & more.
Once you’ve got the hang of the first few steps, you can move on to detailed planning – now’s the time to put your organisational skills to good use!
Set out the schedule for your event and plan it down to the last detail.
What do you need to make the event a complete success? Start looking for service providers to support you. Sign contracts with caterers, lighting technicians and other necessary service providers.
5. Design your communications: invitations, posters & flyers
Invite participants and guests well in advance so that they can make a note of the date. Printed Invitation cards These lend the event an official air and keep interested parties informed in advance. Remember also to invite members of the press and to plan the marketing around the event. For example, use Posters, Banners or Flyers drawing attention to the event.
6. Think about the staff on site
Make sure well in advance that there are enough staff on site during the event. This includes assigning tasks to staff and ensuring they can communicate effectively with one another. You’ll make it easier for your guests to spot staff who can help if your team wears matching Clothing features, ideally with matching branding.
7. Ensure appropriate branding
Whether Roll-ups, Flags, Counters, Admission tickets – Draw attention to the event with custom-printed promotional materials, ensuring that attendees can find your event quickly and easily. You can also Signs to be used at entrance doors or near car parks to show the way to the event.
8. Let participants take home some goodies
Think about what the participants might find useful during the event and which Give-away will remind them of the event for a long time to come. For example, participants could use branded Blocks and Pens Take notes. Small Sweets, whose packaging features the logo, will make your guests’ stay even more enjoyable.
9. Keep in touch with participants even after the event
When planning your events, don’t forget about the period after the event. Provide participants with information to help them look back on the event. Send them the speakers’ presentations. Also, give them the option to claim travel expenses using a form.
All these extras, as described in steps 8 and 9, will help your event make a lasting impression on participants to leave a positive impression.
10. Evaluate the event: Was the event worth it?
Before you plan your next event, learn from your experiences and from the feedback of your team and the participants. For example, send out an email with a feedback form and, ideally, gather valuable suggestions for improvement that you can incorporate into the planning of your next event.
Conclusion: It’s the sum of the details that makes the difference
An event is perceived as a success when many factors and details ensure that participants feel at ease.
So take a step-by-step approach to planning your event, paying close attention to detail. Surprise your attendees with a variety of goodies and offer them a thoroughly well-organised event from which they can take away a great deal – depending on the aim of the event.
Druck.at is happy to support you as your partner for promotional materials. To make your event particularly visually appealing and to raise public awareness of it in advance, please contact the professional druck.at team!
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