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For Event Planners

PLANNING STRATEGY

There are different ways to achieve a good result, depending on what we want to accomplish.

We can’t leave such an important thing to chances, hoping that what we have pictured in our mind will eventually be perfectly done. Yet we can’t even believe it’s possible to organize, control and perform a clockwork plan.

So, here we are! That’s how Todevento.com has summarized an event planning, creating clusters that classify step by step your activity. This will help you to keep in mind every move you will have to make in order to plan your event.

I punti chiave della pianifiazione

Your steps:

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Scenario analysis

The first step of planning an event it is neither concrete nor practical. It’s an analysis, which means studying and evaluating the elements involved in the concept, including the message and the goal we want to reach. It’s our job to put together the plan: each task must have its own goal. In the analysis step we’ll have:

THE CLIENT

The customer’s analysis of the event is the most important. Although it’s often the Event Planner the one who has to take the decisions instead of the client, the event itself wouldn’t be neither possible nor successful if we wouldn’t pay attention on the client’s mind-set, tastes, customs an traditions. For instance, we can take into consideration a typical scenario in which the Marketing and Commercial Director has to involve its Selling Strength in a Kick Off: he has to encourage, give positive energy and a common aim to the whole Team. The Director can decide to rely on a Planning Agency rather than doing everything by himself. Therefore, the Agency will take care of the job and will be helped by the Assistant. The Event Planner knows that he will have to collect all the information in order to create the idea and the format for the event – he can get those information either on its own or through the Assistant or Coordinator’s help. Ethics values, mission and agency’s vision plus the director’s personality frequently help finding the best way to give the message.

THE TARGET

A message needs a recipient. Knowing the target of our event, will allow us to put together each activity more effectively in order to reduce the risk of failure. This is possible only if asking the right question to the client, maybe while meeting the customers or studying what it was proposed, and analyzing the results.

KIND OF EVENTS

In our management plan we must name a category accordingly to the kind of event required: businesslike, educational, celebrative, private, and always keep that in mind while we organize the event. Even though this might seem too excessive, it will help us to stay focused and to keep going without mistakes.

 

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Economic plan

BUDGETING 

Choosing a good economic plan is another important step for an Event Planner. The customer usually fixes the price, the rest is on us: with all the information our creativity mind-set will be able to identify the proper location and activities.

If the client doesn’t fix the budget, it is possible to get it from a sponsorship plan: in this case, it’s important to establish through an accurate marketing strategy the proposals we are going to offer to our sponsor during the selling phase.

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Thinking about the concept

OFFERS

Once we have gotten all the information and we’ve analyzed the initial scenario… it’s time to start creating!

This is the first step in which we’ll have to develop the project and let the ideas flow. Like an architect, the Event Planner has to start sketching the proposals (perhaps no more than three); after that, the client will have to take a look and choose the one he likes.

THEME

The concept (or event theme) has to include the project goals to create a clear message that will make the participants feel “secure” in order to avoid any kind of misunderstanding. If we think about the example of a Kick Off Meeting it will be essential to shape the activities, gadgets, personalization and the keywords of the message as development, innovation, collaboration, synergy, quality products and services offered. A good example about those concepts might be asking the audience to reproduce what a Chef does after seeing his demonstration.

SCHEDULE & CONTENTS

The schedule and contents creation of the event is part of an organizational step that comes after the concept. Why? Because this is usually either the clients or the main players responsibility. Though, the more information we have regarding the presentations and the activities schedule that need to be planned the more successful it will be once we start organising.                    

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Booking the services

3…2…1…LET’S GO!

Once we the scenario is clear in our mind, and we’ve gotten the budgeting and the concept’s approval, we get on the clue phase. This is the operating arm. Thanks to Todevento.com you’ll have the chance to deal with the different features depending on the event… Follow Us!

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Making the event

Few months have just passed by (perhaps just few weeks) since you have started to work on the event… and here is the date! Everything has to be perfect. They all have tremendous expectations, and you know that your own expectations about the job are bigger than your client’s ones. This is the funniest, stressful and thrilling phase above all. LET’S GET THIS STARTED! Comfy shoes, nice and stylish dress (but not too much, you still want to keep a low profile), and chin up. You look calm yet you’re excited. You’re ON it and nothing can stop you. You wear your earphones and finally you’re ready to make sure EVERYTHING will go as planned.

You already gave all the instructions to everybody: the supplier, your team and external partner. Now you just have to sum up the key points! Each person has a schedule and they also know what to do.

Check one more time the orders you’ve gotten and if everything is on place: just a site inspection before starting the event.

And here we are… the participants go to the welcome desk you have accurately prepared.

Plan B is ready too… just in case of a little inconvenience.

Each event is different, but thanks to Todevento.com you’ll have the chance to recap your activities on personalized checklists that we’ll make available to you… Follow Us!

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The results

One of the most difficult investments to assess is the event’s one. An event is officially a marketing and communication instruments on-stage; it lets you reach lots of clients or potential leads, and it shows how much we care about. However is quite difficult to quickly analyze the results and the payback of this investment: we know it takes time to convert the measured data in exact numbers, but we can use SURVEYS to speed up the process.

It is recommended to get the feedback from the guests; after that the results will be analyzed in relation to the message and goal, but it will be taken into consideration the investment.

Nonetheless is also important to see what the Key Opinion Leaders think, especially because they should promote your work to other customers.

Once the investment of the time and the lasts statistics analysis are double-checked, it is extremely important to share the results with your customer, partners and team. This will help you measuring your performances and identify your strengths as well as individual improvement and the teamwork.  

 

The risk is also common sense, training, estimation, planning, and control of your strength and abilities to achieve the result you desire.
Patrick De Gayardon