After knowing about event management now let’s forward towards event management procedures. It includes two phases Planning Phase and Implementation phase.
What does event planning involve? Here are some of the basic steps on event planning and implementation. Also let me remind you that your level of planning should coincide with the level and type of your event.
Note: Start your planning as early as possible.
1. Develop Event Goals and Objective
The very first step is to establish tangible goals and objective (why are you organizing this event and what do you expect from this event). But be alert that your goals and objective should be able to meet the needs of participants i.e. you need to plan for an event on the basis of the targeted audience.
2. Organize a team:
Establishing a most effective committee is most essential for the accomplishment of event. An event takes a concerted team effort to handle all of the details. You can organize a team in different way. For example: ask for the interested individual to work as a committee member or publish a small notice within certain number of people to work under committee if they are interested. Note that while organizing a team be inclusive i.e. include the members from different dimensions like technicians, professors, media persons, administrative related individuals, etc.
Form different sub committees by differentiating different tasks and assign each group with a leader. Most basic things you need consider include: venue management, speakers, entertainment, publicity, sponsors, volunteer management, reporter, etc.
For example, here is a group division of committee members of “International Conference on Climate Change Innovation and Resilience for Sustainable Development” organized last year
3. Set a Date:
The date might already be pre-set for a reoccurring event, but if this is a new event, be sure to consider the following before firming up your date:
- Give yourself enough time! Ideally, you should have 4-6 months to plan (depending on the nature of your event)
- Be aware of statutory and religious holidays
- Avoid school holiday time periods (e.g., winter, spring and summer holidays)
- Check dates with key participants – e.g., speakers, presenters, VIP guests, etc.
4. Brand your event :
If you want your event to stand , you need to choose a timely theme that will set you apart from your competition. You need to come up with a dynamic overall theme and you need to take great care with the actual name – since it can be a key attention-getter, especially in online media.
- Brainstorm names: When you are brainstorming the event name, think about:
how is your event different from other events in your sector?
what are you hoping to convey through this event?
- Create a Tagline: Once you’ve come up with a name, also try to craft a tagline – a short, memorable branding slogan that describes the event.
- Design a Logo: The final step will be having a logo created to represent your event. A logo can be an effective branding tool – offering immediate recognition of your event in all of your publicity and promo items (e.g., T-shirts, water bottles, bags, etc.)
You need to brand your event at initial stage of your planning i.e. 4-6 months prior to event(depends on the type of your event).
5. Create a Master Plan:
6. Determine the Administrative process:
7. Identify and Establish Partnership and Sponsorship:
8. Create Publicity Plan:
9. Establish a budget:
10. Determine Evaluation Process:
Note: We will discuss on above mentioned topics ( 5-10) next day.
That’s all for today.
Enjoy your day!