HOW TO PLAN AN EVENT WITH ZERO STRESS

As long as you are trying to build a brand, organization, global company, association, etc., one of the things you cannot escape is organizing an event, whether it is online (webinar) or a physical event ( Seminars, meetings, hangouts, conferences, etc)

Many people do not know how to go about organizing an event or even planning one, as one who has organized some events, both offline and online, I would love to share some tips that would guide you on how to plan a successful event.

The first thing to do when you want to plan an event is to know the mission and the goal of the event, You need to understand what the event is meant to achieve, and what you want out of the event, it is in this part that you select the theme of the event if it is a conference, fix a date as well (this should be adjusted, it is one of the constraints of every project).

When the purpose of a thing is not known, abuse is inevitable. The purpose of the event is to help the organizer plan better.

The next thing is to select your team and make a call for volunteers, No one builds anything alone, and you will always need a company of people to achieve this, The volunteers should be put into different groups according to their abilities and capabilities under a head who would supervise them, meetings should be held periodically and then all heads of the different departments would report to the project lead, the project lead should meet with the stakeholders (organizers, sponsors) to know their expectations and see if the departments are working in line with the goal already designed.

The third part is to sort for a venue, this involves the logistics, equipment, decoration, and audio system, which should be one of the departments that has a volunteer and is supervised by a leader, the logistics also checks for the mobility of the participants to the supposed venue, even the hosting of the speakers, their welfare and accommodation.

The feeding of the participants is also the duty of the logistics department, souvenirs for the guest speakers and participants are also handled by the logistics department.

The fourth is to source for the speakers, moderators, anchors of the event, and possibly a DJ. when looking out for a speaker, one needs to find a speaker who is competent enough to talk about the theme chosen and also help achieve the goal that was earlier fixed by the organizer, A department should be created to reach out to them to sort all contractual agreement and probably expenses that might be incurred in transporting them.

The sixth part is marketing, The publicity department creates the marketing strategy, content, sales copies, emails, billboards, radio jingles, and video content, their job in a nutshell is to look for a way to persuade participants, the right target audience for this program to either register or pay for the program (if it is a paid event).

They also need to do a follow-up so that the participants are reminded of the program at all times, either with a follow-up mail, reminder texts, or a webinar that whets their appetite.

The Seventh part is sourcing for sponsors and partners. This takes creating a business proposal, a document, a slide that the marketers or business development executive would use to make their pitch, stating what is in them for the partners and sponsors.

Lastly, the media coverage is something that should be made arrangements for, the camera ( best to have two if you can afford it, one can never really be too sure) you can also get the media to cover the event as well, the bloggers too because you might want to leave a digital footprint showing the world the snippets and quotes left by the speakers.

Hope you have learnt how to plan an event

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