Event Planning and the Event Planning Process

The Event Planning Model

• The fundamental part of event staging is event planning
• Planning fosters creativity and allows visualization of the event's evolution
• It enables exploration of innovative venues
• Event planning is a crucial and stimulating part of event development
• Event organizers create exciting events for attendees and transform client dreams into reality
• Event planning requires the ability to visualize, conceptualize, plan forward, often without complete information
• Effective planning ensures high-quality events that meet objectives, within a specific time frame and budget
• Event success depends on effective planning processes and the organizer's ability to break down the event into different elements

Event Planning Process

• Key tasks vary, depending on the event's format, size, and the event organizer's style
• Tasks follow a similar pattern, like choosing a venue or deciding on a menu
• Key planning tasks and activities are carried out phase by phase (Concept, Detailed Planning, Managing On-site, Post-Event)

Phase 1: Research, Concept Development and Screening

• Foundations established for successful event planning
• Groundwork for the event's structure and foundation
• Critical identification of client's mission and values.
• Defining robust aims and objectives.
• Importance of using SMART goals.
• Identifying objectives and targets.
• Research on previous similar events.
• Reviews of existing supplier information.
• Essential for effective event preparation.

Phase 2: Design and Detailed Planning

• Clearly identifying event aspects (what, where, who, how, when).
• Activities often feel like a whirlwind, especially for large events
• Need to determine which tasks are done by the team, or specialists.
• Event organizer assumes responsibility.
• Importance of comprehensive documentation
• Importance of the event manual.
• Importance of event timeline.

Phase 3: Managing the Event On-site

• Final stage of the planning process, event delivery.
• All planning and preparation feeds into the setup of the event.
• The likelihood of Murphy's Law.
• Effective planning in previous phases minimizes disruption and stress.
• Importance of accessible and easily updated event documentation.
• Key is ensuring adequate resources and information exchange.
• Identifying and assembling an effective and competent team.
• Importance of communication to all stakeholders.

Phase 4: Evaluation and Reporting

• Crucial for continuous improvement of future events
• Thorough and detailed evaluation is essential.
• Gathering feedback and opinions from the attendees.
• Proper recording and assessing what works well and what didn't.
• Gathering information to improve the experience for future events.
• Evaluating attendees' experience (services, infrastructure).
• Important to note that evaluation does not need to be overly complicated.

Stakeholder Mapping

• Identifying individuals and organizations with vested interest in the outcome of the event.
• Importance of stakeholder engagement, recognizing varied levels of power and interest.
• Careful management of relationships is vital for a successful event.

Financial Planning

• Cash flow management is essential.
• Importance of consistently managing and reviewing finances.
• Contingency planning (what if scenarios).
• Importance of accurate and up-to-date budgets.
• Anticipating potential financial shortfalls.
• The importance of fundraising and sponsorships.
• Risk management tied to event finance.

Sourcing Suppliers and Contractors

• Finding suppliers for all necessary goods and services.
• Evaluating past experience of suppliers as well as current reputation.
• Importance of clear communication to avoid any issues or delays.

Event Marketing

• Essential to promote the event based on target demographics.
• Effective communication tools (social media, posters, advertising).

Planning the Site Layout

• Planning the physical arrangement of the event.
• Ensuring all elements adhere to the correct safety and health standards.

Event planning is essential for event staging, fostering creativity and visualization. It enables exploration of innovative venues, transforming client dreams into reality. Effective planning ensures high-quality events that meet objectives within budget.