Bold Story’s Step-By-Step Guide To Planning A Successful Event
Bold Story’s Step-by-Step Guide to Planning a Successful Event
Planning an event can seem overwhelming, but with careful preparation and a detailed plan, you can ensure your event runs smoothly and is highly successful. Here’s Bold Story’s step-by-step guide:
Step 1: Define the Purpose, Goals + Objectives
Before diving into logistics, it’s crucial to understand why you’re hosting the event and what you aim to achieve.
Identify the Purpose: Are you raising awareness, launching a product, or celebrating a milestone?
Set Clear Goals + Objectives: What are your goals? Increased brand visibility, attendee engagement, or fundraising targets? Setting your goals early on in the process will guide your decision-making later on and help you show your event was successful to leadership.
Step 2: Establish a Budget
Determine how much money you can allocate to the event. This will guide many of your decisions moving forward.
List All Potential Expenses: Venue, catering, entertainment, marketing, and miscellaneous costs.
Allocate Funds Appropriately: Ensure each aspect of the event has a dedicated portion of the budget.
Media + Promotion: Include promotional expenses and media buys in your event budget. Pro Tip: If your event is a fundraiser for a non-profit organization, approach the media to discuss in-kind sponsorship relationships vs straight media buys.
Be Judicious: It’s not hard to let an event budget get out of control, get multiple quotes, negotiate with vendors (ask for non-profit discounts when it applies) and consider doing things like DIY elements or pick up and drop off of rented items yourself where possible to save.
Step 3: Choose a Date and Venue
Selecting the right date and venue is critical for even success.
Pick a Date: Ensure it doesn’t clash with major holidays or other significant events.
Venue Selection: Consider location, capacity, amenities, and accessibility. Visit potential venues to get a feel for the space. Make sure to carefully review the venue contract and make sure none of the requirements contradict how you’d like to proceed with execution or fight against your event goals for any reason. Pro Tip: When planning an event in Denver, consider weather if you’re planning an outdoor event and options for a plan B if it rains!
Step 4: Develop an Event Plan
A detailed event plan will keep you organized and on track.
Create a Timeline: Outline what needs to be done and by when. Bold Story uses a three phase event plan divided into Phase I: Initial Planning + Long Lead Elements, Phase II: Layout, Partner Acquisition, Promotion + Sponsorship Details and Phase III: Logistics, Execution and Short Lead Elements.
Assign Responsibilities: Delegate tasks to team members or volunteers and note where an items needs approval by a certain person.
Step 5: Plan the Program
Design a program that aligns with your event’s objectives and keeps attendees engaged.
Agenda: Schedule of activities, speakers, and entertainment.
Content: Ensure all presentations and materials are relevant and engaging and align with the goals and objectives. Pro Tip: Start the program outline early. Determine speakers, partners and wow! moments. There are so many details to consider in event planning and you want the program to be unique and tie back to the purpose of the event.
Step 6: Promote the Event
Effective promotion is key to attracting attendees.
Marketing Channels: Use social media, email campaigns, direct mail and traditional media.
Create a Buzz: Generate excitement through teasers, contests, and collaborations. Pro Tip: Create an event toolkit for sponsors, partners and vendors. Make it easy for collaborators to promote the event with go-to formatted graphics and imagery, and easy to copy-and-paste language.
Step 7: Manage Logistics
Attention to detail in logistics can make or break an event.
Registration: Set up an efficient registration system. Pro Tip: Partner with a professional to register guests, getting guests into the event quickly starts the night off right. We highly recommend GOAT Staffing as a go-to partner for this.
Catering and Accommodation: Ensure food and accommodation meet the needs of your attendees. Make sure food and beverages are easy to access and there is enough of it! The last thing you want is crowded areas and long lines.
Audio-Visual Equipment: Confirm all technical requirements are met, use an AV company that comes highly recommended as not all companies are created equal!
Step 8: On-the-Day Coordination
Smooth execution on the day of the event is vital.
Brief Your Team: Ensure everyone knows their roles and responsibilities. Bold Story uses a surefire A-Z internal planning meeting two weeks before each of the events we run. This is where we question everything and make sure everything is perfect from entry and valet to event timing to trash can layout and beyond. Pro Tip: Collaborate with a team member who hasn’t been elbow deep in planning and let them review the event from start to finish, they may see things or think of elements that you missed.
Stay Flexible: One thing you can expect during an event is to expect the unexpected! Be prepared to handle unexpected issues promptly.
Event Bin: Pack a bin that includes items that will always come in handy. A few things we always have on site: scissors, extra picture frames for menus or signs, zip ties, mini bungee cords, extra extension cords, bandaids and advil, snacks and water (!), sharpies, pens, paper towels and small baskets for things like raffle tickets.
Step 9: Post-Event Follow-Up
The event doesn’t end when the last guest leaves. A post-event recap will set you up for success if you’re planning to host the event annually. It will also allow you to tie results back to goals and objectives.
Gather Feedback: Use surveys or follow-up calls to gather attendee feedback.
Analyze Success: Measure the event against your objectives.
Thank You Notes: Send thank you messages to attendees, speakers, and sponsors.
Conclusion
Planning an event involves many moving parts, but with a structured approach and attention to detail, you can create a memorable and successful event. Follow these steps, stay organized, and don’t hesitate to adapt as needed to ensure everything runs smoothly. Happy planning!
