What makes event planning effective? Organizing corporate events, gala dinners, award ceremonies, client parties, fashion shows, or product launches all require adhering to certain principles. Although they have a different theme, duration, or location, they are all organized EVENTS and as such demand careful preparation, planning, and execution.
Below, we have outlined the fundamentals of successful event planning and how we approach it.
1. Submitting a proposal: We provide a clear, concise, and visually appealing proposal containing inspirations and illustrations. It’s pleasing to the eye, beautiful, and engaging – something we would enjoy reading ourselves. It’s not overly long but includes all the essential information. The goals are articulated clearly. The submitted event proposal is always tailored to the client, preceded by a thorough needs assessment. Ideally, this involves a personal conversation since direct communication is the best way to understand the client, grasp the event’s purpose, and refine the ideas, enabling us to provide an initial proposal.
2. Strategy: Crafting the event strategy essentially begins with the proposal, as it requires considering all necessary resources, human resources, and technology and in an ideal situation, we are already aware of these when issuing the proposal. Of course, not every client can provide clear answers to all questions during the initial conversation, and new ideas and plans may emerge during the planning process so it’s crucial to remain flexible and adaptable throughout. We’ve seen many twists and turns in the midst of planning when things don’t go as planned, but as good event organizers, we don’t panic; we adapt and manage the situation appropriately. Nevertheless, detailed and timely planning is essential for the success of the event.
Product launch event. Photo: Rotera Film
3. Budget: One of the most important factors in event planning (if not the most important one). A transparent and well-organized budget is indispensable. The budget must be continuously monitored, and resources allocated appropriately. The lack of such monitoring can quickly lead to exceeding the limit, something no client wants to see. Effective budget management without hidden costs provides security and predictability for both the organizers and the clients. Sounds good, but it’s not always an easy task.
Moment of dance show on the event in the Botaniq Castle of Tura. Captured by Rabloczky Photography
4. Venue selection: This could be the subject of a separate post, so in short we would only like to highlight that proper venue selection fundamentally influences the outcome of the event. The event venue must match the size, location, and nature of the event, as well as fit within the event budget. It cannot be too large or too small, overly decorated or tasteless for a particular event, and must not exceed the budget. Isn’t it as simple as it seems? During the aforementioned needs assessment, it’s crucial to thoroughly address the venue topic to provide suitable recommendations. However, we haven’t yet mentioned those events where we, as organizers, must adapt to the venue and tailor the event to it. We often organize events in factories or hangars, where the task is reversed. We don’t bring the event to the right place; instead, we adapt the location to create a suitable event space.
5. Communication and marketing: Unless it’s an internal event, effective promotion is crucial. We involve professionals in planning the communication strategy to ensure it’s perfect and the investment achieves the goals, i.e., reaches the event’s target audience. Keywords: raising awareness, providing adequate information, time-efficiency, accuracy.
6. Execution: The execution day or days must follow a precise script. It’s essential to provide the right number and quality of staff for on-site tasks. Ideally, execution is the final touch, smooth sailing… but it’s not always the case, and unexpected situations require quick and efficient responses. Many on-site mishaps can be avoided through prior planning and testing, so these steps should never be skipped.
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