A “event” is a planned public or social occasion that brings people together to celebrate, engage in discussion on particular topics, or support a cause. Events can vary widely in scope and purpose, from small parties like birthdays to large-scale conferences that bring together hundreds of attendees.
When planning an event, the first thing to do is identify the goals you want it to achieve. These should be measurable and aligned with the organization’s mission. This helps ensure that the event will be of value to participants and that it has an impact on the business.
Next, you’ll need to decide who is the audience for your event. Smart organizations already have customer profiles or buyer personas on hand that describe their ideal members or donors, so they can use these to help determine who should attend the event. This information will also be useful when promoting the event to potential attendees, so you can tailor your messaging and marketing tactics to resonate with their interests.
Another important step in the planning process is identifying what resources are needed to pull off the event. This includes everything from the venue or platform to catering and guest amenities. You can then create an expense sheet that breaks down all of the major costs for the event and shows how each item supports your overall event goals.
If your event will be in-person, it’s important to select a space that can accommodate the expected number of attendees and your program agenda. You may need to provide accessibility accommodations if your target demographic is disabled, or you might want to include networking lounges or other special services to elevate the experience for your attendees. You’ll also need to consider the technological requirements for your event, including audiovisual equipment, internet connectivity, and streaming capabilities for virtual events.
Once you have an idea of the resources you’ll need, it’s time to start putting together your team. This can be a mix of staff members and volunteers who will take on different roles or tasks to make sure the event runs smoothly. A clear event brief will help your team members stay on task and understand their role in the big picture.
Using an event planning tool will also make it easier to manage event logistics and attendee RSVPs. For example, you can automatically send reminder emails a week before the event, a day before, and even just a few hours before to boost attendance rates. You can also use tools to track attendees and monitor their progress throughout the event, so you can better understand your attendee demographic and optimize future event planning strategies.
Once the event is over, it’s important to take time to evaluate the results and measure your success. This can be as simple as calculating ticket sales or the number of social media posts with your event hashtag. You can also look for patterns in the data that suggest areas for improvement, such as refining promotional strategies or adjusting session formats. Then, schedule a debrief meeting with your planning team to discuss the results and plan for the next event.