Event Planning with Success!

1. Develop the Event Goal
2. Define a Budget
3. Determine Audience, Date and Location of the Event
4. Create an Event Plan
5. Define Administrative Processes
6. Identify Possible Sponsors
7. Lessons Learned

Start with a brainstorming session to define the purpose and goal of the event, what resources are available and what is your budget. Remember that while it is important to cover everything so as not to overlook any important details, be brief. A concise business event plan provides clarity, increases the likelihood that it will be followed, and can also serve as a template for future events. Create a clear audit trail, making it easier to comply with guidelines and requirements, as team members and event details can change.

1. Develop the Event Goal

In addition to important event details such as date, time, location and other logistics, it is important to know what you expect from the event. Do you want to achieve a specific goal such as fundraising or education? You may want your event to achieve several goals, such as launching a product, raising brand awareness and increasing sales. By keeping the purpose of the event in mind, you can develop an effective strategy to achieve that goal.

A clearly formulated event goal helps you to measure the success of the event later on. In the case of a product launch, this can be seen in the sales figures. A festival success is measured by the exuberant celebrating participants and also by the tickets sold.

2. Define a Budget

The event budget is so important because it decides how your idea is created. That is why you must set the priority so that your team does not waste time. Your budget should include estimates for all the important items listed in your event plan. Don't forget to include travel and accommodation costs for speakers, presenters, guests, etc.

3. Determine Audience, Date and Location of the Event

Identify your event audience, because they decide on your event idea, the venue and also the date. Because you don't want to have a garden party in winter and no private family celebration during working hours. If you know your audience, you can easily find the appropriate location, the right invitation and decoration, the right music or entertainment on stage as well as suitable food and drinks.

Take enough time for event planning. Remember that event management is the area with the most changes and preparations to be made.

4. Create an Event Plan

This plan should cover all aspects of the event, including

• managing the venue, logistics and catering (contracts, permits, insurance, etc.)
• speakers/presenters (identification, confirmation, logistics & management)
• activities/entertainment
• advertising/promotion (online & offline, e.g: website & online promotion; calendar of events; printed programmes; media relations; signage; social media, etc.)
• registration (online registration, payment and follow-up; on-site registration, etc.)
• sponsor/partner management
• management of volunteers

5. Define Administrative Processes

In other words: How will you keep track of your planning, registrations, budget, guest and speaker lists, etc.?

Since an event has a large number of elements that are constantly changing and many people are involved in planning the event, you need to be able to manage the event plan and make it easily accessible to everyone so that information is not lost. It is therefore helpful to use appropriate software. For Merlin Project you will find suitable project templates for example for planning a product roadshow, a wedding or an open house event..

6. Identify Possible Sponsors

Are there organizations you could partner with or ask for sponsorship to cover costs and increase potential participation? When you involve other people or groups in your event, they have an interest in spreading the message and making the event a success. Sponsorship can take the form of financial support or in the form of non-cash contributions (e.g. assumption of the costs for catering or table decoration).

7. Lessons Learned

As a German trainer once said "After the game is before the game". Therefore, after the event, take the time to review the event with your team. What went well, what can be improved and what should be avoided in any case. This is an important step for your team to review the work done and learn from the experiences for the next events.

We wish you much success for your next event!