Business event planning will involve a series of steps and stages. It will also involve a careful planning of time and resources. You will need to keep those stages in order to make the best out of the event. Without proper preparation, no event can achieve its goal let alone realize its true potential. More importantly, you also need to understand how things need to move in a systematic way to bring success to your event. So, it’s important to take note of the things in regard to event planning and be aware of the stages involved to achieve success for your event.
Here are 7 stages of the business event planning process –
1. Have a vision
The first stage in business event planning is to have a clear vision of the goal you plan to achieve with the event. Having a vision means you’re sure about the objectives of your event and you know all your effort will move in that direction without any distractions. When you have a vision for the event, it means you’re already sure about every aspect, be it location, time, number of guests, agenda, and so on.
2. Set the budget
When you have a clear event goal in mind, the next step is always to know the budget or set the budget. The expenses and from where you will arrange them will be the foundation upon which the success of your event will depend. You need to have in mind a rough estimate of the budget so that you can know how much to spend on which resources. Based on the budget, you can plan things out easily.
3. Create the project plan
When you have the goals and budget in mind, the next important step is to move onto creating a project plan. You need to make a check-list of all event tasks and assign duties to the team. A viable project plan is one that shades light on every key aspect, be it payment to supplier, menu choices, setting the event, etc. Any event that has a project plan often moves ahead smoothly and yours won’t be different.
4. Get to the action
Now when everything is planned, it’s time to move onto the action phase. You need to take one step at a time even if the event is some weeks or months away so that things pan out as planned. Your action could involve many things, be it searching for the right venue to deciding on the venue, zeroing in on vendors to keeping the team in the loop. The more action you out into things, the better it will be for your event to achieve success when it matters the most.
5. Focus on the marketing part
Planning for marketing is always a key aspect of business event planning on any scale. More so, marketing can come in different stages, as it will be pre-event, post-event, or in-between event. The focus will always be to stir up interest among the target audience so that ticket sales and footfalls can grow. You also need to decide the right course of marketing for your event to achieve maximum success.
6. Host the event
Without everything planned in advance, you ultimately reach the stage of hosting the event. Hosting the events means all the steps and plans you worked upon earlier need to put into action so that things start to fall into places easily. When the planning is good, it never poses any problem with hosting the event and you would feel the same when things start to unfold on the ground.
7. Measure the event performance
The last stage of the business event planning process is to measure the performance by taking inputs from everyone concerned, be it attendees, guests, VIPs, vendors, speakers, etc. Once you have the inputs and can measure results, it will always prove handy in the future when you go about hosting other events. For that reason, you should always make it a point to evaluate how your event turned out on the parameters set. This will give you a good perspective on things to expect in the future with event management on any scale.