Project Planning an event requires for thought, insight and experience. It is not about what you’re planning to happen, but the things or incidents you didn’t plan for. It’ s these “things” requiring contingencies and understanding.
The simplest lesson we have learnt is core to our project planning process. Team members need to know where we were within the plan, what each of us need to do, and when each task is due.
Project planning starts with brain stormingWhen starting a new project – we spend time thinking about the theme or the idea for the project, event, conference or video. We then start getting into the detail – what will project or event look like; how much would we charge and adding new lines to our base schedule if this project, event or conference was going to be different to the last.
- Identify the objective or goal of the event or project
- Identify the target audience
- Identify project contraints
- Identify team members &stakeholders
- Set deadlines & Milestones
- Track your progress
- Communicate with everyone involved
- Choose a time, date, location or venue
- Plan your budget
- Plan the experience
- Determine how you will measure success of you project or event.
- Show leadership & confidence
Project Planning – the steps involved in planning an event, conference or galaIf you were planning a conference, gala dinner or awards night you may want to start with the theme. However the list below is generic and will vary according to the nature of the event and guests who will attend.
Project Planning – Theme
Project Planning – Graphics & Multi-Media
- Create logo or graphics to support this theme
- Have backdrop or screen content holding slides to match theme
Project Planning – General
Project Planning – Venue selection
- Identify dates you would like to have you event
- Identify candidate venues
- Get venue quotes and availability
- Inspect potential venues and look at their terms & conditions
- Agree on venue & date of event
- Sign venue contract
- Decide on menu and beverage selection
- Check on Av provisions and terms available through the venue
Project Planning – Decor & Styling
- Consider Table linen, chair covers (if a sit down event),
- Centre pieces
- Furniture selection & hire
- Room looks, draping & lighting
- Props & accessories
- Stage Set design & styling
- Graphics & Multi media
- Draping, prints and wall treatments
- Consider option available and shortlist
- Obtain quotes for the above based on the budget allocation
- Short lists suppliers of decor & styling
- Agree on suppliers, contract and coordinate delivery
Project Planning – Set Design & Theming
Project Planning – Speakers & Entertainment
- Identify list of potential speakers, hosts or entertainers of interest
- Draw up shortlist
- Invite quotation from speakers, entertainers, musicians & performers
- Assess viability of over all costs then shortlist entertainers, performers and speakers
- Decide on speakers, performers and talent and contract
- Obtain speakers & talent biographies & suitable introductions for the mc
- Identify the “flow “ of the event and moments that the performers or speakers will set serve the audience.
Project Planning – Event Marketing
- Communicate the event name, date , theme at any other events leading up to this one
- Put event information on the website or intranet (if suitable)
- Write copy or scripts for this event
- Create “press release’ or staff communication- save the date
- Design & send formal invitation to target audience
- Commence advertising (if public ticketed event)
- Publish event on social media, send out press release and otherwise promote
Project Planning – Event Delivery
- Focus on all required event logistics – venue , supplier and other
- Create, update and communicate all schedules with reference to your planning guide
- Draft and distribute all scripts, presentations, biographies and introductions to key stakeholders
- Ensure all Video, graphics, multi media and presentations are in order
- Assign all key roles for event delivery – registration, show calling, stage management, Entertainment & speaker management, technical production management, and everything in between
Project Planning – Post event evaluation
- Seek Feedback from attendees and suppliers
- Acknowledge it is information and try not to take it personally!
- Evaluate the feedback and its sources.
- Contemplate, decide and plan the next event based on this information.