Planning an event is a huge responsibility, and irrespective of the complexity of the event, it requires meticulous planning and organization. There are numerous components to planning an event, which need to be considered for a successful event. Are you looking for guidance on planning for an event, or do you need an event planner? You’ve come to the right place.
Event planning or planning for an event is a huge task, whether organizing a small meeting or orchestrating a large conference! And we’ve got a bushel of best practices for you to follow as an event planner.
Let’s start with the basics.
What is an Event Plan?
An event plan is a guide for all the components of your event.
It coordinates these elements against SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals and objectives and a timeline. We recommend working backward from your event date (a work-back schedule!).
Your event plan helps keep you on track and can serve as your North Star as you prepare for the day of your event. Regardless of the size of your event, a good plan as an event planner covers the same essential components.
Now comes the main part. You’ve got to get some things in place to start the hustle.
Align the event purpose with the people involved.
Preparing and planning a successful event as an event planner in Perth starts by recognizing that your attendees get something more than an event — they get an experience. And for that to happen, every little piece of the event needs to map back to the purpose and your objective, from the venue to the food.
Nailing that purpose begins with working with key stakeholders to determine why the event needs to happen. When we think of a bigger picture from the end to the start, we can boil this concept down to seven possible purposes:
- Celebrate – Celebrating an achievement or milestone (Example: Wedding planning as a wedding planner)
- Decide – Tracing strategies or a path forward in a particular manner (Example: Annual board meeting, corporate events)
- Educate – For the objectives of professional or educational development (Example: Planning a user’s conference)
- Idea – Getting together to create new approaches or generating ideas (Example: Internal design get together)
- Network – Creating opportunities for people who may share common interests to connect (For example Trade fairs, corporate events, etc.)
- Produce – Attendees work together towards accomplishing a specific goal (Example: Volunteer event)
- Promote – Communicating new offerings or visions to generate desire amongst a new audience (Example: Product launch party)
Make sure you have a budget in mind.
Your event counts on the purpose of a visionary outlook, but the actualities of what you can accomplish come down to your event budget when it comes explicitly to execution. That number is likely determined by the people involved, and there’s not always going to be wiggle room. There is always a space for negotiation; all you have to know is the when-s and the how-s of an event planner in Perth.
Figure out who your possible attendees are.
Now that you know “why” you’re planning the event, it’s time to figure out “who” needs to come and be there.
That’s usually a question of:
- who will benefit from the purpose of the event or
- who needs to be present (for this, you really need to think if you’re the wedding planner.)
Putting together and reaching a guest list for small events where you know your audience can be simple. But, when it comes to more significant and larger events like a conference, community-wide event, or making a wedding planner checklist, the attendee pool is likely to be a lot more dynamic.
Find a place or venue that fits your event purpose (and budget!).
According to a recent study, a great destination choice can increase attendance by as much as 80%! But that’s just one small reason why it’s a big deal. It also has enormous implications for the success of the content delivery and overall attendee engagement and attention.
An easy way to think about choosing a venue is by setting the stage for a play. You can’t have a great play with the wrong stage set-up, so what’s the ideal location for your particular purpose? And just as significantly, is it going to fit your budget? (Very important)
Fortunately, the internet has made the search a lot more painless, especially with the rise of venue search engines. Event planners can compare venues, filter results based on event specifics, and even submit proposals for electronic requests (everything you might have in your wedding planner checklist)
It’s never too late to think about rates, dates, and space.
Wondering how to choose an event venue in Perth that’s actually going to work? Generally, you can find an excellent fit for your event by thinking about it in terms of “rates, dates, and space.”
Start with rates.
Your venue options are limited by your financial realities (we don’t have to tell you that because we know you know!), so the search starts here.
You can do a small research, add it to your wedding planner checklist and get a sense of the kinds of venues that fit your budget. While you won’t know the exact quote for your event yet, you should be able to find out enough to judge if it’s a possibility.
Start putting together a list of these venues without scrutiny other than making sure they have a space large (or maybe small!) enough to fit your needs and demands. The other components we cover will help you narrow things down from here on.
Narrow down by considering space.
When you are putting together your initial list, you take a look at capacity, but it’s essential to think about how the venue will fit the more precise needs of your event and not just headcount.
Are you going to need breakout spaces to run sessions simultaneously?
If people are coming from out of town, will they be able to travel there quickly enough?
Do you want the ability to use an outside caterer?
You won’t quite have the specifics you require to choose between finalists, but these kinds of questions about “space” will help you get to that point.
Now is the time to talk dates.
At this point, you have a shortlist of venues that you think could probably work nicely for your event. The final filter (if it’s the wedding, then your wedding checklist) that will help you narrow it down to the finalists is whether there is space available for your dates.
If you have a clear date, you could be a little limited. But if your date is adjustable, that’s something you can leverage to bring down your quote when the time comes. To get you to move from a busier date, venues will often offer to pencil you elsewhere on the calendar for a more subordinate rate.
Now that you know how to plan an event and the selection of venues is sorted…
It’s the moment to bring the pieces together and create a great, successful event experience. Planning and preparing for an event takes time, money, and detailed imagination. Combine those three things with the steps in the blog, and you’ll be well on your way.
We’re rooting for you!
If you’re looking for more information to help you with your event, be it a small or a large one? Check out Fraser’s restaurant, so that you can cut out venue headaches from your wedding checklist. Not to mention, we have the best deals for you when it comes to event planning!
If not, we know you got this!