How to Plan an Event: A Simple 8-Step Guide

When it comes to organizing an event, be it a small group getting together or a conference with thousands attending, it can seem like an insurmountable task. There’s tons of work to be done but with a blueprint to follow, it doesn’t have to be as stressful as you might be fearing. 

No matter if this is the first time for an event like yours, or you’ve taken the reins for something that happens annually, each event is going to be different. While that’s important to never forget, you’ll be happy to learn there’s some aspects to planning that might feel a little universal. With that in mind, here’s a few important steps for making sure your event gets off the ground. 

Define The Event

As mentioned, what you have coming up might be something that’s planned to happen every year or an event that’s happening for the first time. Whichever it might be, you need to have an exact idea in your mind (and probably saved in a document somewhere) about what this is going to be.

If it’s something that happens every year, ask yourself “What’s worth keeping or bringing back from previous years?” and “What brand new ideas should we finally try?” Given you’re organizing something brand new, ask “How do I want this to be remembered?” and “What’s the number one goal of the event?”

Establish The Budget

Once you’ve answered the questions suggested earlier, about what you want the event to be, you’ll have to look at the numbers and make sure everything you want is actually possible. When looking at a budget, think about ‘When?” “Where?” and “How Long?” Looking through these lenses first, you’ll quickly start to see what’s possible and what needs to be back to the drawing board. 

If you and your team are weighing the pros and cons of having your event be a weekend experience or something that’s going to happen for an entire week, the budget might answer that question for you as to what’s possible when considering the costs that come with extra days. 

Don’t Overlook Enjoyment

What exactly this is going to mean can change depending on why you are bringing people together but this idea is something that should have its place in the budget no matter what. Even in professional settings, people want to be wowed. If that wow-factor is something you understand the value in, you’ll have plenty of how to execute the idea.

When looking at options for live entertainment booking, depending on why the event is being held, you might want to consider a motivational speaker to help your attendees see their work in a new light, or some entertainment might be a perfect way to cut the tension and stress that can come from any professional setting. 

Going that route might be extremely appreciated if this is something that, while professionally needed, might be what’s taking guests away from their families and normal lives outside of work.