Organising a business event or a public or private gathering is a complex project whose success depends on several factors – above all, rigorous planning and the professionalism of the people involved.
Below we explain what this kind of resource mobilisation involves, so you can put together a complete and effective event plan.
What an event plan contains
A well-run event is built on a well-drawn-up plan, which includes:
Setting the event's objective
First of all, you need to decide what the event's objective is – in other words, what you want to achieve by holding it: launching a new product or service, marking a business anniversary, celebrating important moments in people's lives, marking holidays and so on.
Choosing the event's theme
Once the objective is set, you need to decide on the event format (conference, cocktail reception, gala dinner, symposium, private event, etc.) and the theme of the gathering: whether it will be formal or informal, what it will be called and what its defining features will be (décor, dress code, costumes, performers, etc.).
To underline the chosen theme, you can order T-shirt printing with a logo, name, slogan, graphics and so on. This way, organisers can personalise the event on textile products: T-shirts, sportswear, caps, folders and bags.
Scheduling the event (date, time, venue)
An important stage in the event plan is the actual scheduling, which means choosing the date, start time and venue for the gathering. These details must be set very carefully so that they match the objective and are announced in good time, so guests can put them in their diaries.
Drawing up the guest list
Based on the objective, you draw up the list of people to be invited to the event. It should be kept in electronic format and contain all the necessary details: the guest's full name, company, job title, contact details and information on whether they are available to attend.
Because of the large number of entries, document management needs to be rigorous and updates made in real time, so you always know how many attendees have confirmed.
Drawing up the event programme
You need an event running order, by the hour and minute, with details of how things will unfold – from welcoming guests, the names of speakers and performers and the timing of breaks and meals, through to the end of the gathering.
This programme should be sent to guests well in advance, and if not all speakers are confirmed, this should be indicated with the note TBC (to be confirmed).
Sending the invitations
Once the event programme is set, the invitations are designed and sent out according to the list, with a request to reply by a date that allows you to collate the information and estimate the actual number of attendees.
Identifying the resources needed for the event
Based on the running order, you finalise the list of products and services needed for the gathering to run smoothly: concierge, technical, IT, catering, décor, hostesses, audio-visual and so on. This way, organisers know exactly what resources they need and can estimate costs so they stay within the event budget.
Contracting service providers
Request quotes from several product and service providers and choose the best printing solutions and equipment, the highest-performing audio/video communication equipment and the most suitable catering and décor options.
Coordinating the event
The day before the event, hold a full rehearsal and finalise the last details, tasks and responsibilities, so that on the big day everything runs like clockwork, through a genuine team effort.
Useful tips for organising an event
The success of an event depends first and foremost on rigorous organisation, and then on a few subtle touches that give it style and make it stand out from similar gatherings:
Personalised communication
Many events are attended by more or less the same people. To grab attention and be memorable, a gathering needs to be tailored to its protagonists. That's why organisers should add a creative touch to the messages they send to their target audience.
Adding a touch of originality
Perfection lies in the details, and an event's success relies on surprise details that impress guests and bring a touch of originality to the whole occasion. These might be décor elements, famous speakers, an unexpected theme, an exotic menu or an exceptional artistic performance.
Bear these tips in mind and follow all the steps in your event plan, so you achieve the success you want and create memorable moments your guests will look back on fondly.
