Detailed event planning ensures 100% success
For inexperienced people, building an event planner is a difficult thing. Understanding this, through the following article, AIT Group will guide you to make a detailed organizational plan to ensure 100% success. Read the article now to find out!
1. Determine the objective of the event
First, you need to determine what the goal of organizing a conference, conference, launch event… is. Usually, events will have two types of goals: tangible goals and intangible goals. Determining this goal is considered an extremely important step because knowing the purpose will help businesses orient the event. From there, the organizers can make plans to achieve those goals.
Setting goals is the first step in the event planning process
2. Choose a theme for the event
After carefully studying the necessary information, you need to choose a topic. However, to resonate and make a strong impression, a theme idea for inaugurations and other events needs to have the following elements:
- Convey the message of the event.
- Creative theme ideas, make a difference.
- Suitable for the target audience.
- Relating to a brand or brand product.
Honda event organized by AIT Group with the theme of an award ceremony
3. Determine the time and place of the organization
Regarding the time to hold press conferences, conferences, product launches, etc., businesses should prioritize the selection of holidays to have the fullest number of guests. Regarding the venue, depending on the number of guests and the type of event, you can flexibly choose. The person in charge should also come to the venue to carefully consider and choose the most suitable venue for the event.
The venue needs to accommodate the number of guests
4. Build script, program timeline
A detailed and reasonable scenario will contribute to the success of the event. Normally, the organizational script will include 3 tables: the general script, the MC script, and the sound and light script. When building a timeline, businesses should pay attention to adding unique details so that the event is not boring.
Template for the organization of the event
5. Make a list of guests attending the event
Depending on the type of event, the organizers can make different guest lists. Do not forget to pay attention to the scale of birthday events, press conferences, etc. to determine the appropriate number of guests. The list is usually categorized by:
- Target audience: Age, position, occupation…
- Number of guests
Guest at a Honda event hosted by AIT
6. Prepare equipment and personnel for the event
Preparing the necessary items for the event is not an easy job. When organizing an event, you need to keep in mind factors such as:
- Personnel: MC, receptionist, logistics staff, cultural performance staff…
- Equipment: Projectors, sound and light, tables and chairs…
- Materials: Paper, pens, nameplates…
- Services: Food, transportation, rooms…
Logistics personnel of a ground-breaking event organized by AIT
7. Design images, publications
These publications can be seen as the face of the event, so organizers should invest in creating beautiful finished products. These finished products can include banners, invitations, flyers, souvenirs… Businesses also need to pay attention to designing images to suit the theme of the event.
The backdrop of an event in charge of construction by AIT Group
8. Media planning for the event
A media plan will help you inform people about your business event and attract your target customers. To develop a suitable propaganda plan you need to pay attention to the following information:
- Audience to communicate: Internal or external.
- The objective of the event
- Message to be propagated
- Media: Press, email…
Media communication is a common mode of events
9. Budgeting
To limit the shortfall in the budget, budgeting is also an important step that businesses must pay attention to. If unexpected events happen in terms of costs, guests will lose sympathy with the business. Therefore, the organizers need to carefully calculate the items that need to be spent, build a reasonable budget plan to limit the risks.
Budgeting is a necessary step to limit budget shortfalls when organizing an event
10. Work assignment
An event includes many stages, so assigning tasks is an activity that cannot be ignored. The event leader should manage personnel closely, urging each department to achieve the highest work efficiency. Besides, the good coordination of the staff is also a decisive factor in the success of the event.
Job assignment is also an equally important stage in the event organization process
11. Develop contingency plans and risk management
No matter how carefully a business prepares, risks are inevitable in events. Therefore, building contingency plans is extremely necessary. The person in charge needs to think about unexpected things that may arise to have a reasonable “plan B”. In addition, the event review is also an important activity to help limit risks for businesses.
Enterprises should build contingency plans to avoid risky situations
12. Determine the implementation progress
Determining the implementation schedule helps businesses to intervene promptly when risks arise. The tasks that you need to pay attention to progress must include:
- Time, place.
- Organization license.
- Equipment and supplies
- Allocate work to personnel
- Guests
To be able to make timely plans, the person in charge needs to regularly check the progress of the work
13. Measure and evaluate the effectiveness of the event
After the event is held, you should make a small evaluation card for the guests attending the event. This will help businesses realize the advantages and disadvantages of the organizational process. Each evaluation will be a valuable experience, a basis for businesses to promote in the next organization.
Guest reviews will help you learn from the next events
Above are the 13 basic steps of an event planner. AIT Group hopes that the above article will help you learn more useful information on how to build an event plan. If you need support from a professional unit in organizing events, please contact us immediately via hotline 0913 318 464 – 0983 027 448 for the advice!
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