When it comes to successful event planning, preparation is key. Meeting and event planners must be ready to face any and all of the challenges that might arise during both the event planning and execution stages. Thinking ahead is essential to the success of any meeting or event. Here are some of the basic elements you should consider when planning for a successful event.
Know Your Budget
If you can determine the amount of money available to spend on an event, it will keep your costs from adding up beyond what you can afford. Make sure that you list out on a spreadsheet, online program, or other document, every line item for each detail of your event that is going to cost money. Break down all of these costs as much as possible, listing the amount you plan to spend as well as the amount you actually end up spending. Keeping track of your budget can keep it from spiraling out of control. If this is a new event for you, start by researching costs for similar events held in your area to make your estimates as accurate as possible. Remember that many of these expenses must be paid in advance, so be sure to keep track of all payment deadlines as well. And try to leave a bit of room in your budget for the unexpected – which can and does happen.
Choose the Right Venue
Once you have a budget, start your event planning by booking the best venue to fit your needs. The setting you select creates the framework for your event and will impact almost all other event elements. Book it as far in advance as possible – ideally nine months to a year ahead of time, so that your top venue choice will be available and can be taken into account as you decide on the other elements of your event. Location plays into marketing, choice of vendors, itinerary, list of attendees and more. Of course, some events can or need to be booked at the last minute. If you are trying to make plans within a shorter window of time, don’t despair. Securing a great venue is possible, even at the last minute – but you may need to be more flexible in your choices.
Make Careful Catering Choices
If possible, choose your caterer at least nine months in advance. Food is one of the most important elements of an event, as it sets the tone and mood for your attendees. Those with a full, happy stomach throughout an event are more likely to look on the event itself as positive, making them more likely to buy into the ideas you are sharing and more likely to attend future events. Keep in mind that some venues may restrict you to using their onsite caterer only, not allowing for outside food options. Regardless, try to finalize your menu choices by at least one to two months out, as product and ingredient availability varies according to season, chefs, and other factors. Food and beverages must usually be finalized with the number of guests by two weeks in advance or more. Be sure you know what your vendor expects in terms of final head count.
Set Clear Objectives
From the purpose of your event, to any themes that may be incorporated, each of your objectives should be finalized as early as possible. This allows for targeted outreach and confirmation of vendors, presenters and attendees. For success, you need to have SMART objectives that are: specific, measurable, achievable, realistic and timely. During the event you need to know what your objectives are so that after the event you are able to measure effectiveness.
Do your Marketing – Before and After
Promotion is essential to a successful event. You need to know your stakeholders and/or target audience, and inform and persuade these people that your event is relevant to them. Who is your event aimed at? Who is going to have an influence on the success or failure of your objectives? An event is also the perfect way to improve your social media presence. Share a relevant hashtag for your event on Twitter, create an event page on Facebook, and encourage your followers to tag the event in all of their relevant posts. Upload photos once the event is over and actively encourage attendees to tag themselves and share the photos as well.
Have a Backup Plan
Over the course of planning the event, things are going to change. Whether it is event times, locations or attendees, you need to ensure that you’re flexible and can meet any changing demands or issues, such as an item not arriving on time or a presenter arriving late. Assess the most important elements of your event, and create a backup plan for each. Continually monitor your event as it progresses, and be ready to initiate your backup plans as needed.
Evaluate Satisfaction Immediately
The last item on your event planning list is to establish a system for monitoring the success of your event and/or any action plans that come from it. Satisfaction means retention and follow-through, as determined by the objectives you already set. Once the event is over, don’t wait to gather this important information. Follow up with attendees immediately over email or on social media, to determine the success of your event.
One of the most important elements of meeting and event planning is venue selection. Maritime Conference Center, conveniently located just four miles from Baltimore Washington International Thurgood Marshall Airport, features a full range of venues encompassing 100,000 square feet of meeting and event space, all equipped with the latest in audiovisual technology and Internet capabilities.
10/5/2020 05:10:41 pm
My father told me that he is going to start planning a conference, and he's looking for advice to choose the right conference center. It's interesting to know that it's best to know your budget and objective to ensure the best location is chosen. We will definitely make sure that we follow your advice, and I will let him know everything you said.
11/23/2020 06:03:44 am
Article is Good and Useful Information.
3/16/2021 05:20:14 am
For making an event or meeting successful all the points are cut to cut thanks for sharing.
4/11/2021 10:09:57 am
One or more paid or unpaid food breaks taken between the start and finish times of each rostered period at work, the primary purpose of which is to allow employees to have a main meal (breakfast, lunch or dinner), and which are normally longer than other standard breaks. When you break something, you ruin it. When you take a break, you stop and rest. If you play catch during your food break, try not to break any windows. The verb break means to fracture or crack or destroy something while the noun refers to an interruption or a little time off. “Taking food breaks allows your brain and body to get the necessary recharge it needs to keep going,” says Brittany Johnson, a licensed mental health counselor.
7/6/2021 10:15:25 am
Thanks for posting such an informative post on conducting a successful meeting. Keep posting more blogs on that
7/16/2021 09:33:16 am
I want to get a party set up, but I'm not sure what to do about it. It makes sense that I would want to get a caterer to help out with this. That seems like a good way to ensure that my party has some good quality food.
7/28/2021 02:25:10 am
Thanks for pointing out that we should determine our budget before planning an event. As you said, we should keep track of all payment deadlines and expenses that should be paid in advance. My boss is planning to have an office event in August so I will share this with him. He is also hoping to find a reliable hypnotist entertainer on Monday who can provide moments of laughter for all employees during the event.
Thanks for pointing out that one should be able to book their caterer nine months before the event. With that in mind, the company should hire an office caterer as early as possible to ensure that there will not be an issue when the time comes. It will give them peace of mind that the food will arrive for the event without issues nor delays to make the vent successful.
11/1/2021 04:25:39 am
We are dealing in all events and following all the covid-19 restrictions.
12/8/2021 01:22:44 am
I like how you mentioned that it is important to consider planning your budget. A friend of mine mentioned to me last night that he is hoping to find a bungalow event space rental for their event and asked if I have any idea what is the best option to do. Thanks to this informative article and I'll be sure to tell him that he can consult a trusted bungalow event space rental for their event as they can answer all his inquiries.
12/9/2021 09:49:19 am
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12/21/2021 10:45:54 am
If you are trying to make plans within a shorter window of time, don’t despair. Thank you for taking the time to write a great post!
12/21/2021 11:42:10 am
Thank you for making this such an awesome post! Who is going to have an influence on the success or failure of your objectives?
12/29/2021 04:31:44 pm
It was helpful when you said to find out your budget. My husband needs to find a conference room to rent. I'll pass these tips along to him as he searches for one to rent.
1/2/2022 06:50:43 pm
I loved it when you said over the course of planning the event, things are going to change. My boss was mentioning to me about sales meeting by mid of this year. I will share this post for him to have an idea of where to find meeting space in town.
1/11/2022 07:00:11 pm
I agree that you should get a venue that fits your crowd needs. I need to get an outdoor venue rented. I'll have to get one with palm trees in it.
2/9/2022 07:40:50 am
I appreciate that you explained during both the planning and execution stages of an event, meetings and event planners must be prepared to deal with any and all obstacles that may occur. My best friend is looking for some info, this should help him. I appreciate that you helped me learn more about party planners.
2/9/2022 09:18:25 pm
It's fantastic that this article talked about your list should be out on a spreadsheet, online program, or another format, every line item for each information of your event that is going to cost money. My best friend is getting married before the end of the year, and he picked me as in charge of the event planning a big event, and I should make him proud of me. I will follow your tip in picking the right event rental for the occasion.
2/14/2022 11:45:21 pm
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2/18/2022 12:55:54 am
It made sense when you explained that the venue you choose assembles the framework for your event and will affect nearly all other event details. My friend is hosting an event to celebrate the graduation of her college batch. I think it's best to work with an event production company to ensure everything is successful.
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