Planning is the most important part of running any event. This is a quick checklist to refer to when you’re planning and organizing your next festival, workshop, sports rally, club meeting, or any type of event big or small. While every event obviously varies in scope and size, this checklist can be scaled based on your needs. A two-hour book club party is going to be scaled much differently than a four-day jazz festival. However, the core planning principles remain the same. Refer to these 16 steps to make your next event a success!
- Set the Date
As early in advance as possible, set your dates.
- Book the Venue
The next most important step is to book and confirm the venue.
- Send Out a Save the Date AnnouncementYour full promotions might not begin for a while, and you might not have any other details set yet, but as soon as you have your date confirmed and your venue booked, update your public.
- Layout the Event Timeline
Depending on the lead up time to the event, determine what benchmarks should take place when. Consider all factors, like the launch of your promotional campaign and the date that ticket sales will open, based on what other events and holidays are taking place, when setting out your timeline.
- Build Your Team
You may already have a core team in pace, but consider what staffing needs you’ll need based on your event scope and budget.
- Create a Schedule of Team Meetings Leading Up to the Event
Depending on the size and scope of the event, meetings might take place in person or by conference call and should ramp up from monthly or bi-weekly to weekly in the time leading up to the event.
- Get Serious About Your Budget
Every event is scalable. If your event is in its infancy, be conservative.
- Give Your Event Shape
Determine event specific details. This will depend on the type of event that you’re holding. This is where you give your event unique personality. Let it shine! (As long as it stays in budget.)
- Operations & Logistics
Now it’s all about balancing logistics with the flow of your event. What should take place when? What parts of the event will be the best attended slotted in where? Consider all aspects of the event flow before you lock in to your final schedule.
- Organize Registration and Tickets
What type of ticket or wristband will be most appropriate for your event? Use the wide variety of Worldwide Ticketcraft ticket options to pick the right type of tickets to suit your needs. Also, will the tickets or wristbands be enough for re-entrance, or will you need a hand stamp of some kind?
- Determine Technical Needs
- Determine Equipment and Supply Needs
- Determine Administrative Needs
- Consider All Possible On-Site Needs
- Return to the Budget
Review your budget again to make sure that costs are still lining up with projections or revise the budget as needed.
- Launch Full Advertising Campaign and Begin Ticket Sales/Registration
According to the timeline you originally set out.
- Check Up on your Event’s Health
Check ticket sales in the weeks leading up to the event and re-scale your event if necessary. Also check-in with your team members regularly. How are they feeling? How is morale?
- Critical Path
Walk the Critical Path of your event with your Team Leaders to make sure that all aspects of event flow have been considered. Create a flow chart, or a spreadsheet and break it all out.
- The Event Itself! Aka. Event Proper
Follow the plan that you set out in your Critical Path and enjoy what you’ve created!
- Social Buzz
Follow up with photos and conversation on social media. Better yet, have someone live Tweet and manage social media during the event. Share your success and highlights with attendees and potential future attendees.
- Event Post-Mortem
After the event, conduct a post-mortem meeting as soon as possible to discuss the successful or needs-improvement aspects of the event. Create detailed notes while the event is fresh in your mind.
Once the wrap up has taken place, relax and look back at what you’ve accomplished. Feel proud of a job well done!
If you have any comments, questions, or suggestions of items you would add to your own checklist, please let me know!