The event planning world is a busy and chaotic one and it can be very daunting when you are first getting started. What is event planning? The process of managing and producing a function on the behalf of a client or company. We wanted to put together some tips for planning an event as you get started.

What does an event planner do? They arrange and coordinate details for a variety of events on behalf of another client or company. This could be from the beginning stages of planning all the way to the execution of the actual event. With so many different types of events to plan, event planners can also specialize in specific categories such as weddings, corporate events and so forth.

Event Planning Tips

1. Set Your Goal

First and foremost, you will want to set your goals when it comes to planning your event. This is crucial for your success, so you always have your goals top of mind when it comes to the event and why you’re hosting it to begin with. You want to make sure your goals are measurable as well so after the event is over, you know whether it was successful or not.

2. Set a Budget

After you set your goals, you will want to lay out a budget. One of the main categories your budget will be going toward is the event venue space. Are you looking for a corporate event venue? A private party venue? A birthday party venue? And once you decide on your venue, you will want to plan out all the other things you will need to budget for such as furniture, décor, speakers, entertainment and so forth.

3. Establish a Team

You will also want to establish a team early on so that you can delegate the different tasks you need to manage to make your event successful. You will want to choose a team that is responsible and reliable, and that you can depend on to drive on their own. The worst thing that can happen when planning an event is you choose a team that can’t operate and function on their own and then you end up doing the work of four or five people.

4. Create a Plan

Once you have your team established, you will want to create a plan and stick to it. If you make changes, you will want to update the plan immediately, so everyone is on the same page. This is called a masterplan, and everyone should have access to it so that when people have questions or are unsure about things, they have the same version to refer to as the rest of the team.

5. Brand and Market Your Event

You will also want to make sure you brand and market your event so people remember what you want them to take away from it. Will your branding be present during the event? And how will it show up? You will want to make sure you market your event to the correct target audience so the people you want to show up to your event do.

6. Measure Success

Finally, you will want to make sure you have a way to measure your success after the event, that directly correlates with your goals. This will help you decide whether the event was a success or not and how to better plan in the future. If you don’t have a way to measure your success, what is the point of planning an event in the first place?

At Piovra Group, we have years of experience in the event planning industry and would be more than happy to get you started.

Frequently Asked Questions (FAQs)

Q: How do I know what goals to set?

A: This would be best addressed with your internal team or your client in terms of what you are trying to achieve. From there you can set your goals for the event.

Q: Who should oversee the plan?

A: Usually the event planner oversees the masterplan and shares with the team and the client.

Q: Can you help us plan the branding of our event?

A: Of course, we can help you plan any part of the event process that you need assistance with.