THE EVENT PLANNER’S COOKBOOK - THE RECIPE FOR SUCCESS (1/3)


WE CREATED THE EVENT PLANNER’S COOKBOOK TO HELP EVENT ORGANISERS BUILD STRONGER FOUNDATIONS FOR THEIR EVENTS. THE KEY TO EVENT PLANNING SUCCESS IS IN THE PREPARATION. THIS COOKBOOK WILL PROVIDE YOU WITH THE RECIPE AND THE INGREDIENTS THAT YOU NEED IN ORDER TO PREPARE FOR YOUR EVENT.


(Please click for download)

PLAN FOR SUCCESS - KNOW YOUR EVENT INSIDE-OUT

WHY? It’s important to identify your objectives. The purpose of your event should be made clear early on in the event planning process as it will give you a clear direction to work towards and can be referred to when analysing your event’s success.

WHAT? What is your event about and what will it include? Define your event’s programme or running order by outlining the various types of entertainment or guest speakers that you will have at your event. A production schedule is a great way of doing this as it will provide you with a framework of actions and timeframes in addition to providing you and your team with a clear list of who is responsible for every aspect of the event. Your event budget will play an important role in answering the “what” question as it will give you an indication of how much you need to spend to produce and market your event; it will also give you an idea of potential entry fees that you can charge your attendees.

WHEN? Selecting the right time to hold an event is paramount to its success. Remember to take things such as weather and holiday periods into consideration when selecting your date. Another essential factor when choosing your date will be dependent on your target audience and their availability; this will become clearer when conducting your audience and market research. Finally, check with local authorities and tourist boards to ensure that there are no conflicting events that could drive potential registrants away from your event.

WHERE? Where is your event taking place? Is it an outdoor event? Remember to check with your local council to ensure that there are no planned works or disruptions that could interfere with your event. When selecting your venue, make sure that you have adequate access to transport and parking facilities Check the capacity of your venue to ensure that it can accommodate the number of expected attendees or participants. If you’re planning an indoor event, check to see if they’ve held similar events there before, this will give you an indication of how prepared the venue staff are and whether you need to allocate any extra resources.When calculating the budget for your venue, include things such as security, bathroom facilities, and first aid officers if these are not included in the venue fee. When you have selected your venue, ensure that you complete a risk assessment for your event. You will require this for your insurance and for any permits or licences that you may need to obtain from your local authority for your event. Your risk assessment will also provide other team members and volunteers with clear actions and procedures in case of emergencies.

WHO? Who is your target audience and why will they attend your event? This is where your market research will play a vital role. Remember, your event sponsors or partners will require data to back the answers to these questions.

Find the appropriate ingredients:

- Production schedule template

- Contact sheet template

(click the link to download the templates or get in touch with us info@rockyaevents.com)

In our next blog we will tell about AUDIENCE AND COMPETITOR RESEARCH & SWOT ANALYSIS .The full cookbook will be available online soon. Stay tuned.

#EventManagement #Event #Eventplanning #Marketing #RYEvents