Just like any business, a successful event requires a system. The quicker you understand the process to creating your magical events, the quicker you hit your success streak, get more clients and understand how to build a career in events.
Here’s a free event system guide to help plan your next event:
Develop Event Strategy: “What type of event are you planning?”
- Create event budget detailing expenses for venue, entertainment, catering, marketing, staffing and miscellaneous projections
- Create action plan for event detailing logistics for event timeline (i.e. 6 weeks for sponsorship, 2 weeks venue scouting 1 week vendor search, etc.)
- Create strategic partnership opportunities by identifying possible brand activations
- Develop vendor management process:
- Draft contracts if applicable
- Set up corresponding email copy
- Set up payment methods
- Monetize event by identifying additional revenue streams in each city (i.e. selling ads, selling vendor tables for companies in attendance, etc.)
Confirm Funding: “Who’s funding the event?”
- Analyze potential funding options and cash on hand
- Seek sponsorship and/or outside investment if applicable
Confirm Venue: “Where is the best location for this event?”
- Research unique venue options within budget; try tools like Peerspace or Airbnb
- Confirm venue layout, AV needs; furniture needs; lighting needs; sound needs; parking information; wheelchair accessibility; setup and curfews
- Create emergency exit routes if applicable
Confirm Vendors: “Who are your event partners?”
- Identify events needs (i.e. DJ, host, speakers, dance, catering etc.) and book on Vendorspace
- Example: Confirm catering including but not limited to food items, cutlery, delivery method, etc.
- Also confirm event staffing needs and/or volunteers for event day management
- Coordinate vendor delivery method (i.e. picked up at what time, dropped off at what time, set up, etc.)
- Manage vendor communications pre, during and post-event (A new feature coming to Vendorspace next month!)
Create Event Brand Kit: “What does your event look like?
- Create event look and feel with an event logo from our event market
- Create flyers for each city, sponsorship deck, social media ad templates and event handouts (i.e. program booklet, way finder, etc.) when applicable
- Create merchandise designs
Set Up Marketing Campaigns: “How will you automate event marketing?”
- Work with your marketing team to begin traditional marketing (i.e. street promotions, flyer distribution and social media blasts)
- Leverage social capital by partnering with brands that compliment the event for promotion
- Work with media outlets (i.e. radios, blogs, tvs, etc) to announce event
- Set up campaign content in email management system
- Schedule emails and social media content for event duration
Event Day Management: “How are you managing the event schedule?”
- Manage day of logistics for the event; including but not limited to:
- Set up
- Decorations
- AV Testing/Soundcheck
- Delivery & Pick ups
- Registration
- Stage Management (control flow of show)
- Breakdown
- Delegate above tasks to staff and volunteers
Post Event Management: “How do you keep in touch with attendees?”
- Thank you notes to participants and vendors to nurture long-term relationships
- Share event recap and photos with media outlets
This system will give you a good foundation for building events. What else would you add to your event system?
