This is step one in event planning – when you understand the purpose of your event, it will be so much easier to stay on target. This will affect your time to completion, the cost and even the quality of the event. Get your objectives and outcomes locked in early to guarantee success.
What does that mean and how do you start? A good place is to understand the type of event you are hosting. Check out some common event types below:
- Raise awareness
- Awards & Recognition
Depending on which of these three categories your event falls under, you will be able to identify the outcome you want to achieve. For example:
Charity – you will either want to build awareness for the charity and cause, or to raise funds to support the good work the charity is doing. Once you have decided which you are looking to achieve, focus on how you will get the best outcomes.
Corporate – There are several reasons why corporate events happen. If you’re looking to educate teams, make sure you know what you want your teams to know, feel and do during and after the event. This is the same for Meetings, Conferences and Seminars. If you have a solid idea in mind of what you want to accomplish, you will inspire attendees to act on the corporate objectives. Make the best use of your time and money by driving real purpose for the event, and this will encourage higher attendance rates to your event. Awards and Holiday events tend to be used as a morale boost for teams, letting everyone know they are valued by the company.
Social – Social events are usually those that have a group of people to celebrate an occasion. Each of these have their own traditions and expectations.
Once you know the purpose of your event, it’s worth at this stage understanding how you will measure the success. Whether it’s a survey of attendees, follow up quizzes and questionnaires or reviewing success by speaking to your guests – make sure you know what you want to by the end, and you can target your task list to achieve each objective.
Now you have built your list of outcomes, start to build your task list aligned to each objective. Make sure all elements of the event are suitable for the occasion, moulding each of the following characteristics of your event:
- Entertainment, Speakers and Presenters
- Decorations and Furnishings
- Marketing and Communication
- Guest List
- Photography and Videography
- Permits, Equipment and Facilities