How To Plan an Event: Event Organisation Tips

The Event Planning Process: Steps, Checklist, and Tips

What determines the success of an event? For attendees, fans, and crew, their overall experience is ultimately what determines the success of an event. From the perspective of brands and businesses, success is measured by lead generation, increased sales revenue, and increased brand recognition. As an event planner, it is essential to consider both the audience's experience and the brand's goals during the event planning process.

According to IBIS World, the UK party & event planning industry earned a revenue of £2 Billion in 2023. This makes streamlined event planning all the more important to maximise the potential revenue outcome of an event. Our event planning guide is helpful for both beginners and experienced planners in organising successful events.

In this blog, we will cover: 

• Deciding your Event Goals And Objectives
• Establishing Event Budgets
• Building an Event Plan
• Creating Your Event Management Team
• Hire and Training Volunteers
• How to Pick an Event Date
• Booking a Venue
• Deciding on Event Branding
• Organising Guest Speakers & Performers 
• Find Sponsors and Partners
• Access Control Strategies
• Food and Drink
• EMT’s, Traffic Coordinators and Emergency Services
• Getting Necessary Licences
• Event Promotion
• Walk Through Day-Of-Event Processes
• Event Day Tips: Things to Keep in Mind
• Post-Event Review

How to plan an Event in 18 Steps

1. Develop Your Event Goal and Objectives

When planning an event, like a music festival or business conference, it's important to set clear goals and objectives to help you determine and fulfil what you want to achieve in the event. Goals are broad statements that paint a big picture, whereas objectives are the measurable steps you take to attain your goals.

Pro Tip: Use the SMART goals technique to define your event goal. SMART goals are specific, measurable, achievable, relevant, and time-bound event goals.

SMART Event Goals

Specific Goals	What is your exact goal?	Example: To increase attendance by 2X
Measurable Goals	How would you measure your goal completion?	Example:  Last year: 10,000 attendees This year:  20,000 attendees
Achievable Goals	Is your goal realistic? How can you achieve your goal?	Example:  To achieve this goal, you could advertise discounted ticket prices, raffle prizes or incentives for bulk buying tickets
Relevant Goals	Is this the right goal for your brand to target? Does it align with long-term plans?	Example:  Doubling attendance will double the exposure of the event, attract more demand for the future, and increase sales revenue over time.
Time-Bound Goals	What is the deadline to meet the goal?	Example: Achieve 2X tickets sold on or before the event date.

2. Establish Your Budget

One of the most critical steps in event planning is establishing a budget. Setting a clear budget early on provides a financial blueprint for the event and helps guide every decision to stop you going overboard with expenses and maximise the total revenue accumulated across your event.  From venue selection to guest speakers and promotional activities. It’s essential to be realistic and detailed in your budget planning to avoid unexpected costs later on.

Begin by outlining all potential expenses, including venue rental, catering, entertainment, transportation, and marketing. Don't forget to include a contingency fund—typically 10-15% of your total budget—for unforeseen costs. Next, determine your sources of funding, which could include ticket sales, sponsorships, and corporate contributions.

By having a detailed and well-structured budget, you can prioritize your spending, negotiate better with vendors, and ensure that you allocate funds efficiently, keeping your event on track financially. This proactive approach not only helps in managing costs effectively but also in making informed decisions that can enhance the overall quality and success of the event.

Pro Tip: Do not allocate a budget without prior planning about ROI and critical event expenses. Working with an unplanned budget and splitting it across various event departments could severely affect the quality of the event experience.

3. Create An Event Plan

What is an Event Plan?

An event plan is essentially your event's blueprint; it details every aspect of the event from conception to execution. It serves as a comprehensive guide for all stakeholders involved and ensures that every element is aligned with your overarching objectives. Creating a thorough event plan is crucial for ensuring a smooth operation and achieving the desired outcomes of your event.

The event plan should cover all logistical and strategic aspects of your event. This includes the schedule, venue details, guest list, speakers, entertainment, catering, and any technical requirements. It should also outline the marketing and communication strategies, registration processes, and any special activities or interactions that will enhance the guest experience.

Additionally, an effective event plan addresses potential risks and includes contingency measures. This might cover scenarios like bad weather for an outdoor event, technical failures, or last-minute changes in speakers or performers. By having a well-defined event plan, you provide a clear roadmap for your team and ensure that everyone is prepared to handle challenges efficiently. This document is not just a plan but a vital tool for communication and coordination among different teams working to bring the event to life.

Event Plan Example: Music Festival

Creating an event plan for a music festival involves several key sections that outline everything from the logistical details to the creative elements of the event. Here’s a generic outline of what an event plan might include:

Event Overview: Name, Date, Location, Main Objectives (Purpose of the festival - eg.support local artists) and the goals you’ll set to achieve this.

Budget: Total estimated budget, income sources, expenditures (fees, rental, marketing etc), desired ROI and estimated total revenue of the event.

Programming: Line-Ups, Workshops, Activities, Meet and greets and other secondary entertainment activities.

Logistics: Venue layout (site map, vendor areas, build and break crew management, accessible access and essential facilities), Transportation and parking, Accommodation where applicable.

Marketing and Promotion: Pre, During and Post event methods. Build a strategy, consider promotional deals to boost exposure and ticket sales, plan ways to increase traffic to social media pages with interactive campaigns. Don’t forget about post event marketing to promote future events and gather customer feedback. 

Risk Management: Contingency Plans and health and safety

Staff and Volunteers: Define key roles and outline the team structure. Provide a schedule to break down staffing needs across the event from setup to breakdown.

This structure provides a comprehensive framework for planning a music festival, ensuring all aspects are covered to create a successful event.

Pro Tip: Look for direction from your old plan or read through other successful events plans online. Alternatively, you could download an event planning template to help you get started.

4. Organise Your Team

A well-organised team is the backbone of any successful event. From the initial planning stages to post-event wrap-up, having a structured team with clear roles and responsibilities is essential. Here are some tips on how to effectively organise your event team:

Define Roles Clearly: Start by identifying all the necessary roles required for your event, such as logistics coordinator, marketing director, and customer service representative. Clearly defining these roles and their responsibilities helps prevent overlap and ensures that all tasks are covered.

Select the Right People: Choose team members who have the skills and experience relevant to their roles. It's also important to consider their ability to work under pressure and their compatibility with the team dynamic.

Communication is Key: Establish a reliable communication plan. Utilise tools like team messaging apps, walkie talkies or project management software to keep everyone connected and informed. Regular meetings and updates are crucial to ensure everyone is on the same page and can adapt to any changes or challenges that arise.

Delegate Authority: Empower team members by delegating authority along with responsibility. This encourages ownership and accountability, leading to more effective problem-solving and innovation within the team.

Provide Resources and Support: Make sure your team has the resources they need to succeed, such as budgets, information, and tools. Offering support and training can also boost their efficiency and confidence.

Monitor and Adjust: Keep track of the team's progress and be ready to adjust roles and strategies if needed. This could involve redistributing tasks to handle unexpected challenges or to better suit the team's strengths and weaknesses.

By effectively organising your team, you not only enhance the event's chances of success but also create a more enjoyable and less stressful working environment. This results in a more cohesive team effort and a better overall event experience for everyone involved.

5. Recruit & Train Volunteers

Volunteers are a vital resource for many events, providing essential support without the overhead of full-time staff. Here are some strategies to help you manage your team:

Define Roles: Before recruiting, clearly define the roles and responsibilities required at your event eg. event setup and teardown, registration desk staff, and logistical support. 

Effective Recruitment: Reach out through multiple channels to attract a diverse group of volunteers. Utilise social media, community bulletin boards, local volunteer centres, and educational institutions. Clearly communicate the benefits, such as networking opportunities and free event access.

Training Sessions: Organise training sessions to ensure they are well-prepared. These should cover general information, specific responsibilities, emergency procedures and customer service skills. It’s also beneficial to include a tour of the event venue to familiarise volunteers with the layout.

Provide Resources: Ensure volunteers have all the tools and information they need to perform their duties effectively eg. event schedules, maps and contact information for key staff.

Motivation and Recognition: Keep volunteers motivated by creating a supportive and fun environment. Recognize their contributions with certificates, thank-you letters, or gifts. Offering perks like meals or exclusive event merchandise can also boost morale and show appreciation.

Feedback and Follow-up: Gather post event feedback to learn what worked well and what could be improved. This not only helps in refining your volunteer management strategy but also engages volunteers by showing that their opinions are valued.

Recruiting and training volunteers effectively can transform your event experience, ensuring that every attendee receives the attention and service they expect, while also providing a rewarding experience for the volunteers themselves.

6. Set the Date

Choosing the right date for your event is more than just marking a day on the calendar. It’s a strategic decision that can significantly impact attendance and overall success. Here are some key considerations to keep in mind when setting the date for your event:

• Understand Your Audience: Know who your attendees will be. Consider their schedules and typical availability. Think working professionals, school holidays and exam periods.
• Check for Competing Events:. Avoid scheduling your event on a day with a competing event, especially one that attracts the same audience.
• Seasonal Considerations: Think about the season and weather implications of your chosen date, particularly for outdoor events.
• Venue Availability: Venue availability can be a limiting factor, so you might need to be flexible with your event date to secure the right location.
• Significance of the Date: Select a date that may have significance to your event theme or purpose eg. an environmental awareness event around Earth Day.
• Allow Enough Lead Time: Ensure there is enough time between announcing the event and the event date itself. 

By considering these factors, you can choose a date that maximises potential attendance, minimises conflicts, and supports the overall goals of your event. A well-chosen date is a foundation that supports all other elements of successful event planning.

7. Book Your Venue

Securing the right venue is a crucial step in the event planning process. It sets the tone for your event and can influence everything from attendee numbers to the layout of activities. Here are essential tips to keep in mind when booking your venue:

• The design and layout of the venue
• The acoustics of the venue
• Accessibility of the venue 
• Entry and Exit points 
• Position of the stage or podium
• Seating arrangements
• Connectivity of the event arena through public transport
• Parking spaces
• Services and amenities available such as security, kitchen area, and clean-up staff

Booking the perfect venue not only ensures a comfortable and engaging environment for your attendees but also sets a positive tone for the entire event experience.

8. Brand Your Event

Branding your event is key to creating a memorable experience that resonates with attendees. It's not just about a logo or theme; it's about setting the tone for what attendees can expect. Our branded accreditation solutions provide a seamless way to integrate your brand into every aspect of your event, from passes and tickets to lanyards and beyond.

Our in-house design team is here to assist you in crafting these elements to not only enhance the professional appearance of your event but also reinforce your brand identity throughout. With our expert designers and custom branding options, you can ensure that every detail of your event reflects your vision and leaves a lasting impression on attendees. This strategic approach to branding can significantly boost recognition and create a cohesive, professional feel.

9. Book Guest Speakers & Performers

Securing the right guest speakers and performers is essential to enriching the experience at your event. These featured guests can draw in crowds, energise your audience, and add significant value to the overall event. Identify figures who resonate with your event's theme and audience. After compiling a list of potential guests, reach out early to secure their participation. Keep in mind their availability, fees, and any special requirements they might have.

When booking, consider the logistics of their participation, including travel arrangements and technical needs. It’s also wise to have backup options in case of last-minute cancellations. By thoughtfully selecting and efficiently managing guest speakers and performers, you ensure that your event stands out and offers unique, memorable experiences to all attendees.

10. Find Sponsors and Partners

Securing sponsors and partners is crucial for enhancing the scope and reach of your event. Not only can they provide financial support, but they also add credibility and can help in expanding your audience. Start by identifying potential sponsors who align with your event’s values and goals. Create tailored sponsorship packages that clearly outline the benefits for both parties, such as brand exposure, access to new audiences, and association with a successful event.

Leverage your network and reach out with personalised proposals. Be clear about what you need and what you can offer in return. Building strong relationships with these partners is key—treat them as part of your event community rather than just contributors. Effective partnerships can lead to successful, recurring events and open doors to new opportunities.

11. Set Up Access Control Strategy

An effective access control strategy is key to managing the flow of attendees and enhancing security at your event. At ID&C, we offer a comprehensive range of event accreditation products that can be tailored to meet your specific needs. Our selection includes various types of wristbands ranging from RFID and fabric to paper and vinyl. We also have a complete eco range for those hosting more sustainable events. Each is designed to provide secure yet comfortable access for your guests.

In addition to wristbands, our fully bespoke lanyards, available in eco-friendly materials like rPET and bamboo, offer both functionality and style. They ensure that identification is visible and accessible, while also promoting your event’s sustainability efforts.

Don’t forget about essential items like event guides and parking passes, which can be customised to complement your event branding and accreditation strategy. By integrating these diverse products, you can create a seamless experience for attendees and maintain control over event access efficiently. 

12. Book Food and Drink Venders

Selecting the right food and drink vendors is crucial for enhancing the attendee experience at your event. It’s important to offer a variety of options that cater to different dietary preferences and needs, such as vegetarian, vegan, gluten-free, and allergy-friendly choices. Start by researching vendors who not only provide high-quality products but also align with the theme and atmosphere of your event.

Consider the expected number of attendees and ensure there is enough variety to prevent long lines and wait times. Also, negotiate clear terms regarding setup, operation, and cleanup responsibilities. Proactively managing these details can significantly enhance the overall flow and satisfaction at your event. 

13. Booking EMT’s, Traffic Coordinators and Emergency Services

Ensuring the safety and smooth operation of your event involves several critical elements, including the presence of emergency medical technicians (EMTs), traffic coordinators, and other emergency services. Here are key steps to take:

EMTs and Medical Staff: Contract qualified EMTs or medical professionals to handle any health-related emergencies that may occur. They should be equipped to manage everything from minor injuries to more serious health incidents.

Traffic Coordinators: To prevent congestion and ensure that traffic flows smoothly into and out of your event, hire experienced traffic coordinators. They will manage parking, coordinate drop-offs, and ensure emergency vehicles have access routes in case of an emergency.

Liaise with Local Emergency Services: It’s crucial to coordinate with local fire, police, and emergency services prior to your event. Inform them of your event details so they can prepare for any potential large-scale emergencies and ensure a rapid response if needed.

14. Getting Licencess

Securing the necessary licences is a critical step in the event planning process that ensures your event operates legally and without interruption. Depending on the nature and location of your event, you may need various permits and licences, such as those for noise, alcohol sales, food service, and large gatherings.

Research Local Requirements: Start by checking with your local city or county government to understand specific licensing requirements. This can vary widely depending on the jurisdiction.

Apply Early: Many licences have processing times, and delays can occur. To avoid any setbacks, apply for your licences well in advance of your event date.

Understand the Specifics: Be clear on what each licence permits and any conditions or restrictions that come with it. For example, alcohol licences often specify hours of service or types of alcohol that can be served.

Keep Records: Maintain copies of all licences on-site at your event. This ensures that you can produce them quickly if asked by authorities.

15. Promoting Your Event

Effective promotion is key to ensuring your event reaches its target audience and achieves a successful turnout. Here’s how to get the word out:

Define Your Audience: Knowing who you want to attract helps tailor your marketing efforts. Use demographics and interests to guide where and how you advertise.

Leverage Social Media: Utilise platforms like Facebook, Instagram, and Twitter to engage potential attendees. Create event pages, use targeted ads, and share engaging content related to your event.

Email Marketing: Build excitement and keep your audience informed with regular updates through email newsletters. Offer exclusive content or early bird discounts to email subscribers.

Partnerships: Collaborate with influencers, local businesses, or media outlets who can help promote your event to a broader audience.

Press Releases: Send out press releases to local media to gain coverage which can boost visibility and credibility.

Promotion is about creating buzz and excitement. By using a mix of traditional and digital marketing strategies, you can effectively spread the word and ensure your event is a hit.

16. Walk Through Day-Of-Event Processes

A day-of-event walkthrough is crucial to ensuring that everything runs smoothly when the big day arrives. This practice run allows you to address any last-minute adjustments and confirm that every member of your team knows their responsibilities.

Timing is Key: Schedule the walkthrough a day or two before the event. This timing gives you enough room to make any necessary changes without rushing.

Checklist in Hand: Have a detailed checklist that covers all aspects of the event, from the opening moments to the final breakdown. This includes checking the setup of venues, the functionality of technical equipment, and the placement of signs.

Involve Your Team: Ensure that all team members, including volunteers, are present. Walk through the entire event schedule, discussing each key activity and transition.

Simulate Scenarios: Go through common scenarios to see how your team handles them. This might include dealing with a late speaker, handling a medical emergency, or managing a sudden change in weather for outdoor events.

Communicate Clearly: Use this time to clarify any last-minute details and answer any questions. Ensure everyone knows how to communicate during the event and who to turn to for different issues.

A thorough day-of-event walkthrough not only prepares your team but also builds confidence, ensuring everyone is aligned and ready to deliver a successful event.

17. Event Day Tips: Things to Keep in Mind

The day of the event can be hectic, so keeping some key tips in mind will help ensure everything goes as planned. Here’s what to focus on:

Stay Organized: Keep your event schedule and checklist handy. Use a central command station where team members can gather and check in.

Communication is Crucial: Equip your team with reliable communication tools, such as walkie-talkies or a group messaging app, to address issues swiftly as they arise.

Be Flexible: No event goes perfectly according to plan. Be prepared to make quick decisions and adapt to any unforeseen changes or challenges.

Monitor the Event: Continuously walk around or have team members report back on different aspects of the event, from attendee engagement to vendor performance.

Take Care of Yourself and Your Team: It’s a long day, so ensure that you and your team have time for breaks, hydrate, and eat. Keeping morale high is key to maintaining a positive atmosphere for both staff and attendees.

18. Post-Event Review

Conducting a post-event review is crucial for understanding the successes and areas for improvement of your event. This evaluation helps you gather insights that can enhance future events. Here’s how to conduct an effective post-event review:

Gather Feedback: Collect feedback from attendees, staff, and vendors through surveys, informal conversations, or social media. Ask specific questions about what they enjoyed and what could be improved.

Review Objectives: Revisit your original event goals and objectives. Assess whether these were met and document any discrepancies for future planning.

Analyze Data: Look at attendance numbers, engagement rates, and financials. This data provides a tangible measure of your event’s success and areas that need adjustment.

Hold a Debrief Meeting: Bring together your event team to discuss what went well and what didn’t. Encourage honest and open communication to foster a learning environment.

Document Everything: Compile a report that includes feedback, data analyses, and team insights. This document becomes a valuable resource for planning future events.

A thorough post-event review not only celebrates successes but also turns any shortcomings into opportunities for growth, ensuring continuous improvement in your event planning efforts.

Planning an event involves a series of strategic steps and careful attention to detail. It starts with setting clear goals and objectives to guide the planning process. Establishing a realistic budget is crucial, as it influences every decision from venue selection to promotional activities. Developing a comprehensive event plan ensures that all logistical and strategic aspects are covered, including schedules, venues, guest lists, and contingency measures. Good luck with your event