And the first step towards success in this is always, very literally, to plan the event, with a fully structured plan which misses out nothing and takes all vital limitations and possibilities into account.Happily this tricky first step is something that just got easier with the Event Academy template for planning your first event.
Aspects highlighted in bold in the far left column include key essentials which you need to have the answers to for ensuring that your event has taken every desirable aspect into account, whilst the prompts in italics in the far right column are questions to ask yourself, your client or your service providers to ensure that every aspect in on track for success.
Downloadable template: http://www.tidyforms.com/download/event-planning-template-1.html
| Type of event |
Fundraiser, exhibition, party, art show? | ||
| Name of event |
Brain-storm ideas with client or creative team. | ||
| Date of event | If these are provisional, double-check with venue & client before confirming the date and time | ||
| Time of event | |||
| Location of event | Include postcode | ||
| Event contact person (s) | On-site professionals you’ll need to liaise with at the venue | ||
| Target participant / audience | Who? What do they need to know or do? |
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| Proposed numbers | This may be influenced by budget and venue size | ||
| Message | What is the event saying to this audience? | ||
| Objectives | What outcome do you want to achieve? | ||
| Description of the event | What’s going on? How will you interest / entertain / inform participants? |
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| Action / person responsible | Deadline date | ||
Risk assessment |
Detail possible risks & how these can be minimised | ||
| Aims and objectives |
Try to define these in terms of anticipated outcomes | ||
| Evaluation strategies | How will you identify if the outcomes have been achieved? | ||
| Evaluation tools / resources required | Identify availability of resources, particularly if digital or additional post-event resources are required | ||
| Budget | |||
| Source | Outline details about budget, including limitations, sources and contacts for managing financial aspects of event. Identify and schedule meetings with other involved parties |
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| Patnerships / collaboration and sponsorship | |||
| Break-even point | |||
| Branding and promotion and publicity | |||
| Venue | |||
| Shortlist possible venues | Refer back to ideas for activities and intended audience to ensure venue is suited for purpose. | ||
| Assess site safety and accessibility | Consider travel and transport links as well as general site safety and security | ||
| Permits and approvals | Check local council permit and licensing requirements | ||
| Provisionally book venue | Schedule dates for additional visits, site preparation, confirming the venue and paying deposit / balance | ||
| Confirm venue | Ensure finance available for deposit and balance payments | ||
| Implement / book additional site safety | |||
| Invitations | |||
| Mailing list | |||
| Invitations sourced / printer quotes obtained | · Consider: · Protocol: inviting key CEOs or sponsors; · Budget restrictions; · Branding and logos which need to be part of invitations · Professional printing availability and time to obtain, review & accept quotes; · Consider creation of digital versions for email invitations |
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| Invitation proof checked | |||
| Invitation list complete and checked | |||
| Special guest invitations | |||
| Invitations completed | |||
| Invitations posted | |||
| Catering | |||
| Meetings added to schedule |
Identify those to be consulted over catering, including client and service providers. | ||
| Budget identified |
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| Menu planning |
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| Catering confirmed | |||
| Event schedule | |||
| Draw up event timeline | Remember to leave gaps & time for unexpected eventualities | ||
| Draw up event running schedule | |||
| Designate personnel and tasks for event | |||
| Schedule meetings with event staff | |||
| Identify and schedule event promotion strategies | Use various marketing strategies to promote the event | ||
| Identify and schedule event follow up strategies | Refer back to evaluation planning to ensure that no follow up or evaluation opportunities are missed | ||
Of course, no generic checklist can ever include all items for specific events, but using this kind of template as a starting point for pulling together the known factors will at least give you a starting point and help springboard your inspiration, questions and to-do list in relation to those blank spaces and unanswered questions, so go ahead and take the first step to event success with Event Academy.
