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If you've read one of our previous blogs, linked here if not, you will know that we were incredibly proud to be one of the amazing partners for the recent StepFWD Awards 2023.
Not only were we a key delivery partner for StepFWD, we were honoured to be selected to help bring the whole event to life.
As one of the largest and most prestigious events we've been a part of, we wanted to share the journey from conception to delivery with you.
As such we thought it would be a good idea to create a series of blogs, starting with this one, to not only show you how we did it, but to share our knowledge with you if you've got your own events to plan.
Whatever that event might be, large or small-scale, there will be some common ground we can all share, particularly when it comes to meticulous planning that goes into them.
Event Planning. Step By Step
Event planning is an intricate (song and) dance that requires painstaking coordination and strategic thinking.
Whether you're organising a corporate conference, a wedding, or, as in this case, an glamourous music awards ceremony, success lies in the details.
It might be the end event that people remember, but none of those memories can exist without all the time, money and effort that goes into making it happen.
Over the next 5 blogs, we're going to take you on a journey from nowhere all the way to Croydon, with a few detours on the way. It was quite a ride, but one you can share in.
Throughout them all, we'll delve into the key pillars of event planning, helping you navigate the intricate steps from defining your objectives, developing back-up plans and final debriefs.
For our first blog, our whole journey starts about a year ago in November 2022, a full year before the event was delivered. It might seem like a long time but you can't start early enough and, trust me, the time will fly by!
Sufficed to say, comprehensive event planning and preparation will help you massively from day 1 right through to completion, so give yourself a solid foundation on which to build. Let's start with....
#1 Define Your Objectives
Every successful event always starts with a clear set of objectives.
Ask yourself and everyone involved "What do you / we want to achieve?" Whether it's creating brand awareness, celebrating achievements or raising funds for a good cause, defining your objectives sets the tone for the entire planning process and the event itself. These objectives become your true north, your guiding light!
Take the time to understand the purpose of your event and the message you want to convey. Obviously you'll work closely with the client to make sure you're all on the same page.
Begin by establishing SMART goals, those that are
Specific
Measurable
Achievable
Relevant, and
Time-bound.
This will not only guide your planning, but also provide a measurable framework for success.
For instance, if your goal is to host a fundraising gala, define the amount you aim to raise and the number of attendees you need to achieve it.
The objectives will be related to the type of event you're planning and, of course, need to be aligned with the broader vision of your client.
#2 Budgeting
Once your objectives are clear, it's time to set a realistic budget.
Every event, no matter the size, has a budget, and a well-thought-out one is the backbone of any successful event.
When putting together a detailed budget, consider ALL potential expenses, including venue rental, catering, decor, entertainment, promotional / marketing and staff costs.
Allocate funds based on priority, ensuring a balance between quality and cost-effectiveness.
Be sure to also allocate funds for unexpected expenses to avoid last-minute financial stress.
When budgeting, prioritise your expenses based on the event's objectives. For example, if your goal is to create a memorable experience for attendees, allocate more funds to entertainment and decor.
If appropriate, you can also attract sponsors for the event which can increase the budget you're working with.
Regularly revisit and adjust your budget as needed throughout the planning process. It's often the little things that get missed and therefore not accounted for, so keep a living document, like a spreadsheet, to manage the costs.
#3 Venue Selection
The venue is a crucial aspect of event planning that can significantly impact the overall experience.
We held the StepFWD Awards in Fairfield Halls in Croydon. It's South London's largest arts centre, at the heart of the borough.
It has a theatre and gallery, and a large concert hall regularly used for BBC television, radio and orchestral recordings. A perfect venue for the StepFWD Awards and their celebration of Christian music and all its genres.
Whilst the it was the 3rd time the awards had been held, it was the first time they had used this particular location, which brought its own set of challenges.
When it comes to selecting a venue you have to consider the nature of your event, the number of attendees and the atmosphere you want to create.
With some dates for the event in mind, go online and research and identify potential venues, as many as you can.
Once you've narrowed it down, physically visit your potential venues and envision how each space can be utilised to meet your objectives. Not least to make sure they have capacity and availability.
As much as the location, feel and price will be relevant, accessibility, parking, transport links and the availability of necessary facilities are also vital factors to consider.
Once you've decided, it's important that you negotiate contracts carefully, ensuring you understand all the terms and conditions. Venues will often have a standard set of contract criteria for their events, so it's important you understand how they will impact yours.
If appropriate, you can also consider collaborating with venues that offer in-house services such as catering, staff and audio-visual support, as this can streamline logistics and potentially save costs (remember to factor them into your budget!).
#4 Initial Team Formation
No event planner is an island, and P45 Consultancy is no exception.
Building a competent and reliable team is essential for success. Identify key roles early on, such as event coordinator, marketing manager and logistics coordinator.
These may come from within or other delivery partners but put together a core planning team who will be tasked with bringing the event to life. It's important you, or whoever defines it lead the team to clearly define the roles.
Each team member should have a clear understanding of their responsibilities, who they report to and how they contribute to achieving the event's objectives.
Communication is paramount within your team. Regular meetings, updates and brainstorming sessions can foster a much collaborative environment, ensuring everyone is on the same page and bringing out the best ideas in everyone.
Additionally, consider each team member's strengths and delegate tasks accordingly. A well-organised and motivated team is instrumental in overcoming challenges and delivering a seamless event.
#5 Legal and Permits
Navigating the legal landscape is critical to the success of your event. If the event is going to be open to the public, then you're going to need to cover yourself and your client.
Determine what permits and licenses are required for your specific type of event and location.
This may include permits for alcohol, entertainment, food service and more. If it's going to run late into the night, then you may need additional licences.
We always advise starting the permitting process well in advance, as it can be time-consuming and if you're reliant on local authorities for permits and / or licences, then it can be long process.
Consult with your local authorities, such as the council or local Governmental agencies, to ensure compliance with regulations.
Liability insurance is also crucial to protect against unforeseen circumstances. By addressing legal and permit requirements early in the planning process, you can avoid last-minute hurdles and ensure a smooth execution.
Conclusion
"Suppose one of you wants to build a tower. Won’t you first sit down and estimate the cost to see if you have enough money to complete it?" - Luke 14:28
Event planning is a multifaceted endeavor that requires careful consideration of objectives, budgeting, venue selection, team formation, and legal aspects, but this is just the start of the journey.
By approaching each step strategically and with attention to detail, you can set the stage for a successful and memorable event.
Remember, the intricacies lie in the particulars, and thorough planning is the key to turning your vision into a reality.
In the next blog, now we have the foundation, we'll start to look at building the pillars and solidifying the event's infrastructure. #BelieveInSuccess
We hope you enjoyed this first part of our Event Planning blog series. If you're an experienced event planner, are there any factors that we've missed that you think should be part of the early stages? What helpful hints or tips do you use to help you when starting out? If you're new to it, what key factors did you not consider? Let us know in the comments below.
Be sure to sign up to our newsletter, follow us on social media (all linked below) or check back here regularly for the next parts in the series.
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