Articles & Guides

Articles & Guides

Here you’ll find lots of event planning tips, guides and templates to help you to plan your event. 

Planning An Event Template:
10 Steps To Planning An Event

Benefits of Planning An Event

An event is a one-time occurrence that takes place on the same date. It can be an anniversary celebration, wedding, or sporting event just to name a few examples. Events are often planned to celebrate a special occasion, commemorate an achievement or honor someone.

The benefits of planning an event are that it can generate new customers and clients for the company; create goodwill with employees and customers; and raise community awareness.

This event planning guide will help you create and execute a successful event with minimum effort and help in these areas:

  • Plan Ahead will help you avoid calamity.
  • Look professional because you’ve done the event planning.
  • Plan contains tools to fall back on in case of an emergency
  • Plan your event to save time.
  • Stress can be reduced with a set plan.
  • Budget is important for managing events.
  • Spend less on your event.
  • Planning for events helps you keep track.

Event Budget

A budget is a plan for how much money will come into an event and the expenses that are expected. A budget can be used to determine whether or not your event will make any profit, or if it will lose money.

Start with a plan for how much you need to make in the event. Figure out how much you want to spend and what it will cost for items like: Paint, paper goods, artists supplies

What Exactly is event planning?

Event planning is the process of organizing and managing events. It focuses on creating a plan for an event, determining what needs to happen in order to make it successful, and then executing that plan.

Event planning is the process of organizing and managing events such as weddings, conferences, conventions etc. The person or people who do this are known as event planners. Event planners work to coordinate all aspects of an event, from the venue and catering to booking speakers or entertainment.

Event planners work with a variety of professionals in order to make sure that their clients’ events go off without a hitch. They work closely with a variety of vendors, such as caterers, sound technicians and event-space coordinators.

Event planners also have to stay on top of all the latest trends

Event planners see lots in the event industry, so they know what is most in demand.

Event planners can work for a variety of clients and organizations – from small-town governments to major corporations.

There are three main types to choose from:

* Hands-on planners who work with clients to create the event and then execute it.

* Full service, or “A La Carte,” planners who offer all the services a client would need for an event, including venue selection and catering.

* Consultants who offer advice and recommendations, but don’t execute the event.

Every type of planner has to stay on top of the latest trends and be an expert in their field so they can provide the best service. This might involve attending conferences, reading trade magazines or even following social-media feeds for up-to-the minute information on what’s new in the world of event planning.

Hire a good event planner and you’ll have the perfect solution to your problem.

What is an event planning template?

Event planning templates are a time-saving tool that helps you plan out all the details of an event. Event planners use these documents to create timelines, tasks, budgets and more for their clients. Creating an event planning template can be a daunting task, so we created one for you to use. Download our free “Event Planning Template” and get started today.

Event planning template

The event planning template is a set of instructions that helps the planner organize their thoughts and plan an event. The template can be adjusted to suit any type of event, but there are many different templates that can be used depending on the type of event you are planning.

First, an event planner should create a list of all tasks for their specific template. This includes both what needs to be done and who is going to do it.

Second, a timeline should be created with the due dates of all tasks. This will help keep track of when each task needs to be completed.

10 Steps to planning an event with maximum return

1.Create a budget and timeline

This is the most important step in planning an event, so it should be done first. It’s best to start by making a list of all the costs associated with the event, including food and beverages, decorations, entertainment or giveaways. You can use a template to help you plan an estimate of how much each cost will be.

-Conduct research on the topic of the event

-Set up an outline for what will happen at your event (schedule)

2. Get approval from the client for your plan

“The second step in the ten-step event development process is to get approval from your client for your plan.” If you are planning your own event, then consult other interested parties. ie the groom for a wedding if the bride is the event planner or other family member for a birthday celebration.

3. Make a list of potential venues

Select a venue is next. Once you have a budget and timeline, the next step is to pick a place for your event. There are many factors that go into choosing an ideal location, but some of the most important ones are:

-Size and layout of the venue: Consider how many guests you plan to invite, the type of event (like a conference or an awards ceremony), and any other logistics you need to take into account.

-Cost: A venue’s cost is important, but it shouldn’t be the only factor in your decision. Consider what you’re getting for that price, as well as other factors that might not be included in the price tag.

A venue should be chosen that has the capacity to accommodate all of your guests. The hall should be large enough to allow others room to move around easily so that people can avoid bumping into other people constantly. For example, a wedding reception venue should have at least six tables for guests to sit.

4. Research the venue

It is important to research venues and events before setting up any plans, so you can avoid paying for a space that may be too small or too large for what you need.

There are many different sources of information to help guide your decision about the venue, including reviews from people who have attended events there before and testimonials from event planners who have used the space themselves.

5. Book your venue

It is important to find a location that will work for all of your needs, and it should be easy to set up an event in the space you have chosen. Consider the following:

-Date and time

-Size of your event

-Costs associated with renting out a space

6. Develop a guest list

The guest list is the most important aspect of any event. It’s your party, so invite who you want to! But make sure that all attendees are appropriate for the occasion and venue.

If you are catering to a specific demographic, then invite only people that fit into your target audience.

It’s also important to be careful about the amount of guests invited. You don’t want your event to be too crowded or have any lines at the bar.

7. Create an event schedule with tasks and subtasks that correspond to the budget and timeline

Once you have figured out what needs to be accomplished, create a detailed list of tasks or subtasks that will help you with the execution of your event.

This list should correspond to the budget and timeline so it is easier for everyone involved in helping plan and execute an event to see what needs to be done and when.

Now you have a template for planning an event! Remember, this is just the first draft so your input is needed.

8. Develop a food and beverage plan that is in your budget

Considering the cost of catering, beverages, staff wages (if you are hiring), rentals for tables and chairs, and other expenses, it’s important to have a plan for how much you want to spend.

9. Book entertainment for the event, keeping it within your budget so you can maximize return on investment (ROI)

Booking entertainment for an event can be a difficult task, but it’s important to remember that you are not just booking the act – You are also booking their time. Depending on your budget, you may need to be very selective with the talent you book. It’s important that your event is an enjoyable experience for attendees, but also provides a valuable return on investment (ROI).

10. Send a timeline to your client for review and approval

10. Send a timeline to your client for review and approval

After you have everything planned out, it is best to send this timeline with all the inclusions and specifics in detail so that your client can approve and give feedback. This way you will know whether or not they are on board with the event’s date, location, theme etc.

Event timeline

The first step to planning an event is figuring out the timeline. The timeline will dictate everything else: budget, guest list size, and location. Use this as a guideline for what you need to accomplish in order to make the event a success.

In this step you want to determine what type of event it will be. Will this be a one-time only event or an ongoing series?

Second, figure out the location for your party. This is an important decision. Once the location is chosen, it will dictate who you invite, what type of event to have and how much money you need for this party.

Thirdly think about your guest list. Will the party be for a specific age group or will it be open to all guests?

Fourth, decide on your budget and how much you want to spend per guest. It’s important to think about the number of guests you’re inviting and how much money they’ll be paying.

Fifth, determine what type of party it will be: potluck or formal? Will there be games or other activities?

Sixth, find the perfect date. The busiest time of year for events is December to January, so be sure to plan your event in advance and take this into account.

Seventh, start planning your menu and decorations to tie the whole event together. Look for inspiration online or ask friends for ideas by emailing them a list of what you need and what you would like them to bring.

Eighth, find a venue and start making your invitations!

Outline intent questions

An intent question is a question that asks the respondent to summarize and explore their thoughts and feelings about a particular topic. It can be either an open-ended or closed-ended question, but in most cases, intent questions are open-ended in nature.

An example of an intent question is “How do you feel when ?” It’s important to note that the respondent has a lot of say in how the question is answered and it’s not uncommon for these questions to be more like a conversation than an interview.

Intent questions are designed to explore what someone thinks and feels

Event Party planner services proposal

The following is a 10 step template to help you plan an event with maximum return.

1) What type of event do I want to hold? (Ex: birthday, wedding reception, conference, fundraiser)

2) What size event should I plan for? (Ex: 50 guests, 500 attendees etc…)

3) Where do you want to hold the event? (Ex: your home, a hotel ballroom, community center)

4) When do you want to hold the event? (Ex: June 15th from 12-2PM)

5) How much money do I need to raise? (Ex: $5,000)

6) What types of revenue sources will you use for this event?

7) Are there any costs associated with this event? (Ex: catering, entertainment etc…)

8) Who will be your target market for the event?

9) What is my desired outcome for this event?

10) What are the steps I need to take in order for this event to be successful?

Event Marketing Plan Template

In order to make your event a success, you need to plan out all of the necessary steps. Below is an outline for what needs to be done in order for this template:

1) Determine your desired outcome for this event

2) Research the target market of your event

3) Create a budget to know how much money you need to raise, and what types of sponsorships or donations you will need

4) Create a timeline for the event, and create necessary deadlines to hit those timelines.

5) Make sure that your marketing plan is complete by adding promotional ideas.

6) Create a social media marketing plan with all necessary platforms you will need to add this event

7) Promote the event in any way possible, both on- and offline

8) Remember to choose a location for this event, or at least have an idea of what you want the venue to be

9) Get all necessary permit paperwork in order

10) Finalize your event by adding the finishing touches.

Social Media in Event Planning

A major part of event planning is promotional marketing, and social media has become a sought after form of promoting an event. There are many different ways to promote your upcoming events through social media:

12 Social Media Event Promotion Tips

1. Create a video for the event and post it on YouTube. This will help you not 2 only promote your event but also provide people with information about what your upcoming events are like.

2. Use hashtags in your posts and tweets. Hashtags will help people find and follow you and find your event

3. Promote the event through a banner or ad on other websites. Make sure to ask for permission first though!

4. Create an email list and set up an autoresponder so people can sign up for your event and be notified when it’s happening!

5. Create a Facebook page for the upcoming event so you can promote it through there as well.

6. Share your event on social media channel sites like Instagram, Twitter, or Facebook to promote the upcoming event.

7. Create an Eventbrite page so people can register for your event

8. Post notices about you’re events on bulletin boards, in libraries, and on other community bulletin boards

9. Distribute posters and flyers around your local area

10. Get the word out with announcements at schools, libraries, parks etc.

11. Create an event listing on the website Meetup.com to promote your upcoming events for free

12. Promote an upcoming event through a blog post. If you have a blogger following they may help promote it as well

 

10 Steps to Planning a Volunteer or Fundraising Event

Step 1: Make a list of the members that will be on your committee.

Step 2: Decide what type of event you would like to host, and come up with an idea for the theme.

Step 3: Brainstorm ideas for entertainment, activities, prizes and food that will be at your event.

Step 4: Find a venue to host your event- this could be a school, library or park.

Step 5: Make flyers for your event and get the word out with announcements at schools, libraries, parks etc.

Step 6: Consider fundraising ideas to help pay for your event.

Step 7: Gather supplies like balloons, prizes and food before the day of your event.

Step 8: Set up tables and other decorations at your event.

Step 9: Make sure you have enough volunteers to keep the party running smoothly throughout the day.

Step 10: Have fun!