7 Tips To Successful Event Planning

Planning an event can be a stressful time. With these helpful tips for event planning, hopefully it will make it less stressful and you can actually enjoy the event.

1. Plan In Advance. The sooner you begin to plan, the better. Think carefully about the event you would like to organise before you start and put an action plan together. Work out how long it will take you to complete it, who you could contact to help you out.

Here are some Planning Questions you can go through:


- Is the date suitable or does it clash with any major or national event in your area?


- Who can help?


- Do you need a committee?


- How much do you expect to make?


- Is it worth doing - will you bring in three times as much as you spend?

2. Pull Together A Team. The bigger the event, the more people you are going to need to help you plan. Once you have put together and written down the plan, go over it with your team. Delegate what you can and stress the importance of each person doing their job properly. The last thing you need, is an unreliable person to pull out on the day of the event and leave you hanging and even more stressed.

3. Work Out A Budget. Think about how much you or the organisation has to spend on the event. Costs include postage, printing, photocopying, equipment and hire charges. Try and see if you can get individuals or local businesses to donate some of the things you need, especially if it is a fundraising event. Your income might include ticket/entry fees, sponsorship, donations, raffles, auctions, advertising, sale of goods and refreshments.

4. Lists, Lists, Lists. Keep lists of what you need to do so that nothing gets overlooked. I find it handy to keep a notebook and pen beside my bed because when I am just about to fall asleep I begin to remember all the things I have yet to do. I write them down there and then so I will not forget them.

5. Marketing. The success of any public event rests how well it is marketed.

Here are a few questions to help you put together a good marketing plan


- Who are you trying to attract?


- Do you need any flyers or posters? How many? Who will design and print them?


- Where will you put them?


- Do you need to send a press release to local papers or local radio?


- Do you need to print invites?

6. Venue. The venue you choose is crucial in the success of your event. It effects who attends, the age range, how long they stay.

Here are a few tips when picking a venue for your event


- Is the venue available on the date and at the time required?


- Is it big enough?


- Does it have disabled access?


- Is a deposit required?


- Are there enough seats/tables etc?


- Do they provide catering facilities? How much, what choice, and is there a vegetarian option?


- Is there a cloakroom?


- What toilet facilities do they have and do they have disabled access?


- Do you need a TV, video, CD player, microphone?


- Do you have adequate insurance?

7.Finally, in organising an event, the worst thing that can happen, is all your hard work being flushed down the drain by bad weather. Add a wet weather contingency plan into your overall plan. And do not forget to have fun!