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Welcome to part 3 (of 5) in our dedicated series looking at event planning step-by-step and more specifically the work we did in helping to bringing the StepFWD Awards to life.
If you missed the first two, you can find them linked below this blog or can read them by clicking here (Part 1, Part 2).
We hope that, if we've shown anything at this point, it's that event planning is a meticulous art that requires a delicate balance between creativity and organisation. We've blessed that they are a core strength of the team here at P45.
Event Planning. Step By Step.
The success of any event, whether it's an awards ceremony, a corporate conference, a wedding, or even a community festival, lies in the fine-tuning of various elements to create a seamless and memorable experience.
At this stage, we're about 6 months out from the event and with the foundation built over the previous half-a-year, and with most of the key decisions made, we need to start looking at what fine-tuning the event involves to make it perfect.
In this blog post, we will delve into the crucial aspects of event planning, with a special focus on finalising the details including the event schedule, your promotional activities, logistics, speaker confirmations and the importance of having solid backup plans in place.
#11 Finalising the Schedule
We ended the last blog looking at the early days of curating the event's schedule, so let's start this one, as we get closer to the event, by finalising that schedule and putting some real meat on those bones.
The backbone of any successful event is a well-structured and detailed schedule that is completed way ahead of time.
For any event planner, it's essential to create a timeline that outlines every aspect of the event, from the opening remarks to the final thank-you notes.
It allows people to plan their day around what interests them as well as keeping the event moving forward so everyone know what's expected of them, where they need to be and what they need to be doing.
Here are key steps to fine-tune your event schedule.
Define Key Milestones: Begin by identifying the key milestones of your event. These could include initial welcome / registration, the keynote speeches, breakout sessions, networking / comfort breaks and any entertainment segments. Clearly define the purpose and expected duration of each segment. These can often depend on how many people you're expecting.
Allocate Time Appropriately: Be realistic about the time needed for each activity, again, based on capacity. Avoid overpacking your schedule, as this can lead to a rushed and stressful atmosphere. Allow some buffer time between activities to account for any unexpected delays.
Consider Attendee Experience: Put yourself in the shoes of your attendees. Ensure that the schedule allows for a smooth flow of events, with ample time for networking, refreshments and breaks. A positive attendee experience is crucial for the overall success of your event.
Communicate Clearly: Once your schedule is finalised, communicate it clearly to all stakeholders, including speakers, sponsors and vendors. Ask for feedback before finalising it. Make sure you provide detailed timelines and instructions to ensure everyone is on the same page.
#12 Promotional Activities
Effective promotion is the key to drawing in your target audience and creating a real buzz around your event.
Any event, no matter how well organised, how prestigious or how meticulously planned won't succeed if no-one turns up. You have to get people to the event, so you have to spread the word!
These days there are some many ways to promote your event, from social media, websites, print media, videos, email marketing, SEO, influencers, the list goes on.
Whichever routes you choose, fine-tuning your promotional activities will involve a combination of both online and offline strategies to play to the strengths of each.
These include, but are not limited to:
Digital Marketing: Leverage the power of social media, email marketing and online advertising to create a strong online presence for your event. Develop engaging content, including teaser videos, countdowns and behind-the-scenes glimpses to build anticipation. If you have speakers, guests or performers, make sure you get them involved and leverage their audiences too.
Collaborate with Influencers: Identify influencers or thought leaders in your industry and collaborate with them to promote your event. Their endorsement can significantly increase the credibility of your event and reach a broader audience.
Traditional Marketing: Don't underestimate the impact of traditional marketing methods. Utilise press releases, print media and community bulletin boards to reach local audiences. Consider partnerships with local businesses for cross-promotion.
Early-Bird Discounts and Incentives: Encourage early registrations by offering special incentives, such as discounted ticket prices or exclusive access to certain event features. This not only boosts early engagement but also helps with cash flow and resource planning.
#13 Logistics & Coordination
Seamless logistics are the secret sauce of a well-executed event. It's a part of the event that many people overlook and, when done well, will often go unnoticed but if they go wrong, you're in trouble.
Like everything else, fine-tuning your logistics involves meticulous planning and coordination, so consider:
Venue Logistics: Work closely with the venue staff to ensure that the space is set up according to your (or your clients) specifications in good time. Confirm arrangements for seating, stage setup, audio-visual equipment and any other technical requirements you need.
Vendor Coordination: Communicate effectively with vendors, including caterers, photographers and decorators. Provide them with a detailed timeline and address any specific requirements they may have. Regular check-ins leading up to the event can help prevent last-minute hiccups.
Transportation and Parking: If applicable, arrange transportation options for attendees and ensure that parking facilities are clearly communicated. Consider offering shuttle services or partnering with local transportation providers to enhance the overall attendee experience.
Emergency Plans: Prepare for the unexpected by developing contingency plans for common logistical challenges. Have backup equipment, alternative transportation options and emergency contacts readily available. A proactive approach can mitigate the impact of unforeseen issues.
#14 Speaker Confirmations
Speakers play a pivotal role in the success of many events. Fine-tuning speaker confirmations involves thorough communication and support throughout the planning process.
When dealing with speakers and / or performers ensure you consider:
Clear Communication: Establish clear lines of communication with your speakers from the outset. Provide them with all the necessary information, including event details, logistics and any specific requirements. Regularly check in to address any concerns or questions they may have.
Tech Rehearsals: Conduct tech rehearsals with speakers, especially if they are presenting virtually. Ensure that they are comfortable with the technology and familiar with the virtual platform. This can help prevent technical glitches during the live event.
Supportive Environment: Create a supportive and inclusive environment for your speakers. Offer assistance with travel arrangements, accommodations and any other logistical needs they may have. A comfortable and stress-free experience for speakers translates to a more engaging presentation for attendees.
Promotional Collaboration: As we touched upon earlier, encourage speakers to promote their participation in the event through their own networks. Provide them with any promotional materials and social media assets to make it easy for them to share information about the event. If there's a #hashtag for the event, make sure they use that too.
#15 Back-Up Plans
No matter how well you plan, unexpected challenges can (and probably will) arise, but if you plan for them ahead of time, you can mitigate any issues.
Having solid backup plans in place ensures that you can navigate through unforeseen circumstances without compromising the success of your event.
Weather Contingencies: If your event involves outdoor components, have a clear plan for inclement weather, especially if you're in the UK!. This may include securing indoor backup locations, providing weather-appropriate amenities or rescheduling specific activities.
Technical Glitches: Prepare for potential technical issues by having backup audio-visual equipment, additional microphones, and technical support on standby. Conduct thorough tests before the event to identify and address any potential challenges.
Speaker Replacements: Identify backup speakers or alternate content in case any of your confirmed speakers are unable to attend at the last minute. This ensures that your event can proceed smoothly even if there are unexpected changes to the speaker line-up. This might mean have a 'Plan B' schedule ready to go.
Communication Protocol: Establish a clear communication protocol for handling emergencies. Ensure that all team members and key stakeholders know how to communicate and make decisions quickly in response to unforeseen challenges.
Conclusion
"May he grant you your heart's desire and fulfill all your plans!" - Psalms 20:4
In the world of event planning, success lies in the details. Fine-tuning your event as it draws near continues to involve meticulous planning, effective communication and the ability to adapt to unforeseen circumstances.
By finalising a detailed event schedule, implementing strategic promotional activities, coordinating logistics, confirming speakers, and having solid backup plans in place, you can ensure that your event not only meets but exceeds the expectations of attendees, sponsors, and stakeholders.
Embrace the art of fine-tuning, and watch your event unfold seamlessly for a truly memorable experience.
In the next blog we're going to look at the final 3 months before the event and how you can ensure a flawless execution. #BelieveInSuccess
We hope that you're continuing to enjoy our series and have taken some inspiration from them when planning your own event. Do you think we've missed anything? If there anything else to consider 3 months away from an event in your own experiences? What are they key things every event should be considering? Let us know in the comments below.
If you need any help from us for an event you're planning and need some expert advice from the team here at P45, please get in touch and let's have a conversation. We look forward to hearing from you.
If this series has given you some value or information, please consider showing your appreciation by buying me a virtual coffee. Just click the link below and I'll be grateful for a lungo time.
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