some of the west African countries, like Nigeria, events are a huge thing. People shop for the best clothing weeks before, and they desire all the glamour. Events can sometimes be happy moments, other times, sad ones. Fraternity rush events are organized in conjunction with universities to help students and staff find their way easily into the institution. Event planning requires a lot of preparation. Proper planning avoids chaos and disorganization. The first step of event planning is making a plan. Here are several stages of event planning:
Stage 1- Research and set of goals
During the research process, it’s essential to have a list of questions that you will ask the events team. Questions help in maximizing efficiency. Event planners should pay attention to details such as the budget, the date, and the number of people to attend the event. Additionally, after the research, one may document the objectives and goals set to assess the event later.
Stage 2- Designing the event
Event designing is the master plan of the event and should be detailed as possible to ensure success. Finding a location that will accommodate the event’s theme and defining the event’s purpose is vital. Moreover, to avoid becoming overwhelmed by details of the event, one can delegate responsibility to the team members and take a management role.
Stage 3- Branding the event
Branding helps in publicizing the event. Social media posts, email lists, and specific invitations are used depending on what the event host needs. Promotional materials push the brand. Attendees need to have a clear understanding of what they will achieve if they come to the event. Event planners should consider details such as a name, logo, and tagline. The research and design of the brand will help in uniquely branding the event.
Stage 4- Day of planning and coordination
Coordination requires a lot of attention to detail. Team members should fully understand the different roles and their role in the event’s success. A schedule list is essential to have for the event. A schedule list can have important information, such as the contact information of plumbers if the washrooms have an issue.
Stage 5- Evaluating the event
Not all companies use the formal event planning process. Event evaluation is essential for new planners or planners who want feedback. Getting feedback from attendees is crucial to building a reputation. For formal work training and conferences, one may opt to hand out a paper survey or an online survey to attendees. The goals set in the first stage can also be a basis for evaluation. If the team did not meet the objectives, one could discuss areas to improve on with the team members.
Event planning requires a great sense of flexibility. A successful event will have people talking throughout the year and reminiscing. Investing in the correct event tools will save you a lot of headaches. Moreover, leveraging event software earlier on gives one an upper hand. Good event planners know their staff and think quickly on their feet.