Isn’t it better for organisations, both for-profit and non-profit, to carry out their events and functions in the most efficient, effective, and well-planned manner possible, since this is the case with nearly all of them? There are six (6) basic steps to creating the best quality events, I believe, after over four decades of involvement in nearly every aspect of event planning, from budgeting and planning to negotiating, promoting, and marketing, several hundred of these. That in mind, this article will attempt to briefly examine, review and discuss these as well as explain why they are relevant and important in general.
Prior to beginning any other planning efforts, it is imperative that the purposes and objectives of the specific event be known and understood clearly! Is the primary goal organisational, educational/training, fund-raising, inspirational/motivating, or membership attraction? Before moving forward, it’s critical to have a firm grasp on these goals.
- Preparing a budget – Predicting revenue and costs: If you want to make your budget work for you instead of against you, you need to make it your best friend! Without doing so, how are you supposed to know how to proceed? What potential sources of income are there, and how realistic are they? Fees, sponsorships, advertising revenues, exhibitor contributions, etc. are all examples of revenue sources. Are these, at this particular time and place, realistic and plausible for the intended purpose? How can you persuade others to come if you can’t show them the value you provide? Who pays for your daily living? Include the costs of advertising, mailings, freebies, rental fees, catering, and other revenue sources.
- Negotiate: A skilled negotiator can make all the difference! Win-win negotiating is essential, and you must earn the trust of the other side by maintaining absolute integrity in your dealings! Often, the quality and preparedness of the negotiator, as well as his ultimate effectiveness, is what makes a deal work or fail!
When planning an event, it’s critical to put together a team of people with complementary skills and a strong sense of commitment/discipline. What are your plans to accomplish this? How are you going to break down everyone’s responsibilities and expectations? Is there a way you can work together as efficiently as possible?
Everyone needs to be on the same page when it comes to goals and objectives! This means that the organiser must express their goals in a way that is inspiring, motivating, and truthful to the participants.
Sixth, make sure to follow through. While the first five steps are necessary, making sure to follow through is just as important, if not more so, in order to achieve one’s objectives.
Create and use events in the most effective manner possible. Use these six steps wisely, effectively, and with the utmost discipline and commitment!!!