One you have decided why you hold your event, and have investigated its feasibility, as an event manager, you must start placing a plan together. There are many factors that must be taken into account when planning the simplest event, there are staff to organize, venues to find, equipment to sources and tickets or invitations to be sent.
The first thing first – all good event managers make a list
Over the years – One of the most effective tools I met when planning a program was a simple list and handwriting. Even though today I use my computer to schedule my assignment, sometimes it’s still easier to gather my thoughts along with no more than a blank sheet of paper and a pencil. It doesn’t matter how you organize this thought, maybe chronologically or perhaps based on the part of the event.
Event management framework
After you set the initial action plan, you must start filling the gap and adding details to each part. At the same time you can start entering action points into the order of priority – with the most important elements first, followed by less important.
This planning document will begin to form a framework that will help you through the event planning process, and will guide you through how you will run the event successfully. This plan will be with you through the entire event planning process, direct evaluation and evaluation stages.
It is important to cover up as many areas as possible in this first example, because the more thoughts you provide to the event at this stage, the more successful and free your event will.
Have you managed this event before?
Many events occur every year, or at least similar to several ways for events that have happened in the past? Conference for one client will have many similar attributes with conferences for new clients.
Unless you really have never done this type of events before (in this case I seriously suggest you find a freelance manager who has) You must be able to see the planning and use many ideas and techniques from the last events.
This will not only help you save time in the initial planning stage (because you will have a list of all the things you have to do) but it will also help you make sure you don’t miss one of the elements.
At the end of each event you have to evaluate what you do – which will allow you to learn lessons from the previous event.
These lessons must be positive and negative – remember for any wrong thing, ten things will be right – so learn from good and bad.
Who will do what?
After you decide which activity to do, you need to decide who will do it. For small events, you might manage many elements themselves – but on the day of the event it is usually for many people to get involved.
When planning your event, you need to see which skills you need, and recruit the right person for the right task.
After you have the right person in place, you don’t just need to tell them what they have to do, but when they have to do it, where they have to do it and why they have to do it – so they can see it. Where their part of the planning process matches the overall event planning process.