how do i write a master plan for an event

How do I write a master plan for an event?

• Determine the objective. Determine what the client or sponsoring organization hopes to achieve with the event.
• Establish a budget. A budget should include true estimates of key elements of the event.
• Organize a team.
• Set a date.
• Create a plan.

Full Answer

How do I write an event plan?

In our event planning 101 toolkit (which you can download at the bottom of this page) we include a copy of a free event planning template. Here are the key seven areas to consider when writing your event plan: 1. An overview of your event The name of your event. Simple, right? Well, not quite.

How do I build my own event planning manual?

Build your own event planning manual from scratch by establishing a working solution (plus a backup solution) for the venue/registration/entertainment/promotion/volunteer management and any other relevant aspect. Also, see how to plan an event template.

Do you need an event management plan template?

This management plan is not a guarantee that you will generate ideas as soon as you start keeping one. However, it ensures that you can surely come up with one, especially if you get a hold of an event management plan template that has a well-thought-out layout.

How do you build a successful event marketing strategy?

Start by breaking down your efforts by milestone: pre-event, ticketing launch, day-to-day, and last call. Then choose your channels, including email, social media, SEO, blog articles, partners, press releases, and influencers. Once that’s established, you can map out your schedule.

What is an event master plan?

Your event master plan should encompass all aspects of the event, including: Venue, logistics, & catering management (contracts, permits, insurance, etc.) Speakers and presenters (identifying, confirming, logistics & management) Activities and entertainment.

How do you write an event plan?

How to Plan an Event: 10 Step Event Planning GuideDefine goals and objectives.Establish a budget.Build your team.Pick your venue and date.Develop event branding.Plan your program.Confirm sponsors, exhibitors, and speakers.Identify and select tech tools.More items...

What are the 10 steps to plan an event?

10 Steps to Get You Started With Event PlanningDevelop Event Goal and Objectives. ... Organize a Team. ... Set a Date. ... Brand Your Event. ... Create a Master Plan. ... Determine Administrative Processes. ... Identify and Establish Partnerships & Sponsorships. ... Create a Publicity Plan.More items...•

What are the 7 stages of event planning?

7 Steps to event planning successDefine your objectives. Always ask yourself beforehand 'What are you hoping to achieve from this event? ... Choose your location. Make sure that your location aligns with your objectives. ... Set a date. ... Create a plan. ... Issuing invitations. ... The day of the event. ... Evaluate.

What are the five stages of event planning?

Event Management Process: The Five Stages of Event PlanningSet ROI-Driven Event Goals and Objectives. The event's over, and you deem it a success. ... Create a Solid Event Budget. ... Design and Plan a Memorable Event. ... Coordinate the Day of the Event. ... Evaluate Your Event's Performance and Power Future Events.

What are the 5 C's of event management?

The process of planning an event from start to finish may be divided into 5 basic phases, which we have called the 5 Cs. These are Concept, Coordination, Control, Culmination and Closeout. In conceptualizing an event, it is important to determine the following: The WHY of the event.

What is important when planning an event?

Make sure you get the location, the size of the location, the catering, the entertainment and the date planned first. These are the most essential tasks to having the event be a success. People worry more about what happens at the event than what napkins they're using. Also make sure to check the calendar in advance.

What are the key steps to a successful event?

5 Steps To Putting On A Successful EventDefine your goals and objectives. ... Outline what your event will entail, and check it is feasible. ... Determine your audience. ... Create a timeline. ... Develop a budget. ... Planning. ... Promote your event. ... Event coordination.More items...•

What does an event checklist include?

The key aspects of an event checklist are the essential components of your event so get those squared away first: date, location, type of event, goals, and budget. Once those are in place, the rest of the details can be built to accommodate the major components.

What is the difference between planning and organizing an event?

According to the Collins Dictionary, the definition of planning is "the process of deciding in detail how to do something before you actually start to do it." In contrast, Collins Dictionary defines organizing as "the activity or skill of coordinating people and events."

What do you need to consider before planning an event?

Before beginning to plan, you need to consider your budget and see if your event planning needs align with it. Following are the key areas you need to allocate money for (set realistic costs for each item) when setting a budget.

How to market your event?

Depending on the best way to reach your target audience, you can leverage email marketing, flyers, social media, TV, radio or invitations, etc. Ready your marketing material as your budget allows you.

What is an event planning checklist?

An event planning checklist will help you and your team keep track of things they need to take care of and execute things flawlessly. Following is an event planning checklist template in the form of a mind map.

Is event organization a tedious task?

Event organization could be a tedious task if you don’t have a proper plan. Bigger the event, the more detail you’ll have to look into when planning it, and more challenges you’ll have to overcome.

What is event planning?

Event planning is the organisation of all of the activities that surround an event. This could be a party, a festival, a conference or a tradeshow. Planning an event takes lots of work and key organisational skills.

Why is it important to have an event plan?

This is usually completed before the event as it allows you to think about the event from start to finish. This is especially useful if you have different teams like sales and marketing, or if you need to present the event plan to other investors.

What are the key metrics in an event plan?

The key metrics you put in your event plan should tie back directly to your event’s purpose, or at least support it in the some way. Again, try to limit these to between 1 and 3, for example: Conference: 1. Profit; 2. Average ticket price; 3. Growth.

Why should you plan an event?

Just as brevity is the mother of wit, planning is definitely akin to effective event planning. If you don’t want any stressful experiences, queues at the check-in counter, someone placing the buffet in the wrong place and not knowing what to do about it, simply purchase a notebook and keep all the key processes outlined on paper.

Event planning checklist

One of the ke y steps to planning a successful event is t he creation of a useful checklist, which will be your starting point in making events run more smoothly.

Event planning templates

You can find useful templates on the web and use them in your event planning practice. There are various templates to use:

10 steps to planning your event

While paving the way to well organised events, stick to these steps for planning an event, which are a good algorithm for your actions. They will save time and allow for more successful event planning, in comparison with spontaneous or intuitive organisation.

Top 5 event planning tips

To get the most out of your event organisation, add these five tips to your planning strategy and see where they take you!

How does GEVME ease your work?

When there are effective apps/tools that speed up and simplify your event management processthrough new online technologies and solutions, why not use them?

Here are the 8 steps to follow to plan an event

Planning an event is a massive undertaking. Before you get too far into it, think about why you want to host it. Are you looking to grow your customer base? Drive sales revenue? Educate customers? Recruit new employees?

About the Author

Adam Rosenthal is a Senior Specialist Analyst covering Vendor Marketing. He received his Masters from the University of Chicago and worked on several TV shows you might have heard of.

What is an event manager?

Event managers play an instrumental role in the making and execution of management plans for various activities. They may not be directly responsible for contacting vendors and sponsors, managing the budget and schedule, and running the actual event.

How to keep track of everything you have planned?

Keep Track of Everything You Have Planned. On the day of the event itself, make sure that you consistently keep track of whether your event is going according to your plan. It is completely alright if it’s not; however, ensure that you are keeping track of all the changes in the document to be reminded.

Can you craft an event management plan?

You can craft the best event management plan in the world, but it will be nothing without possessing the crucial skills that will materialize your plans into action. If you want to be better at your career as an event manager and that you also want to make the most out of every event management plan, then check out some of the essential skills you might want to put into play.

Is event management dangerous?

Events, even most of these are inherently fun endeavors, can get dangerous . If it’s a concert event, you run into the risk of overcrowding.

What is an event plan?

Essentially, an event plan is a key document that outlines all the significant elements of an event.

What does it mean to plan an event?

Planning for an event means that you need to understand why there is a need to conduct the event in the first place in order to plan it effectively. Event planning will help you prepare the necessary materials, carry out necessary procedure, comply necessary requirements, etc.

What are the components of a successful event?

In order to help you with that, important components that make up a successful event are listed below: 1. Event blueprint. The blueprint for your event is a very important component to its success. It contains the basic outline of the event, the concept, and initial plans. It is essentially the plan for your event.

What is fundraising event?

Fundraising/Cause-related Events – Any event that can raise funds for certain causes are called fundraising/cause-related events. Famous examples of this type are auctions, gala, and even concerts, marathons can be held for that specific purpose. The earning for these events are usually donated to charities and foundations.

What is an event?

By definition an event is a planned public or social occasion; it can be meetings, conventions, trade shows, ceremony, retreats, or parties. It is basically a gathering for the purpose of a celebration, education, marketing, business, or reunion.

What is corporate event?

Corporate Events – Corporate events are events sponsored by business for its employees, business partners, clients and/or prospective clients. Conventions are corporate events intended for a larger audience, and conferences, meetings, or holiday parties are smaller versions of this type of event.

What is political event?

Political Events – Political events are events that carry a political agenda, just like political procession, demonstration, rally, political functions, etc. The purpose of these events are to make a politician known to the public as well as share what agenda and plans they have when they are in office.

No Guess, No Stress

Our template is especially great if you’re new to the events game. It’s pre-filled with virtually all elements, saving you the time you might otherwise waste working out where to start or wondering if you’ve missed something.

Step 2: Determine Your Event Timeline

How much time do you have to plan the event? More time is generally better, although you may be asked to plan an event in as little as 2 weeks!

Step 3: Fill In Your Event Details

Once you have selected the best template version for your event, it’s time to fill in the Event details:

Step 4: Specify Tasks: What, When, Who

An event planning template is a specialised project management tool. It’s designed so you can clearly identify:

Step 5: Using the Template

There are countless individual tasks to be performed in the lead up to an event. To help keep you organised and on track, tasks have been categorised as:

Step 6: Sharing is Caring

It’s a great idea to share your event plan so that others can refer to it as needed, whether it’s a shared Google Sheets doc, a Dropbox folder or whatever collaboration platform your organisation uses.

Stay on Track

Pen and paper to-do lists just don’t cut it for planning excellent events. With so many details to manage, it’s super important to stay on track and not miss a single beat. small mistakes can become big blow-ups, which is the last thing you want.