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7 Steps to Check-off When Planning Your Event

Are you excited to start planning your upcoming event? Events are a big deal and are fantastic for building a culture and lasting relationships in a community.

Here’s a checklist and practical tips to help you put on the best event your company has ever hosted.

1. Start Planning ASAP

Dozens, hundreds, and even thousands of people are depending on you to pull off a fun and valuable event. So you need to start planning months ahead in advance.  

A solid guideline would be to start planning eight to six months away from the big day. Depending on how many activities are going to occur and how many people will be invited, you may want to start planning even sooner.

2. Define your Event Goals

Step back for a big-picture look at what you want this event to accomplish. What is the purpose of bringing these particular members together in one location?  Ask yourself questions to help you narrow down specific goals, such as how many people need to show up in order for you to count this as a success. Will you be live streaming it, and if so, how many people need to watch the live stream to make it worthwhile?

Don’t forget about the financial goal of the event either. How much profit does your business need to make from this? How much money are you going to ask members to spend on tickets? And of course, the all-important question of location.

3. Stick to your Budget

Sticking to your budget is crucial. It is incredibly easy to get carried away with event planning and then realize that you’ve spent far more money than your company allocated.

As an event planner and manager, going over budget reflects poorly on you and can hurt your business’ bank account. Make sure you know exactly how much each aspect is going to cost and how it will cut into your budget before you sign off on it. It seems obvious, but it never hurts to be reminded.

4. Remind Everyone of the Event

Send notifications through your community platform reminding everyone of the upcoming event. You don’t want anyone to miss it because they forgot about it or failed to add it to their calendar.  

Include a specific note in your event reminder to add the event to their calendar.

5. Double-check Event Schedule and Map

Double-check to make sure that every attendee, speaker, and vendor has the exact same schedule. If you want your event to go smoothly, everyone needs to be on the same page in regards to what’s going on and when.  

Plus, re-read and sign off of each speaking script. You don’t want to accidentally approve something that goes against your business’s values and mission.

6. Always Ask for Feedback

At the end of your event , ask for feedback. Be willing to hear any constructive criticism (and in fact, ask questions that seek out constructive criticism). Ask people if there was anything they would change or improve about the event.  Your goal here is to garner as much feedback as possible, so you can make an even better event next year.

Use your community platform to set up questions and send to each person who attended the event. This gives them a fast and easy way to respond. Make it clear that you will carefully listen to what they have to say and make improvements based on their responses.

7. Manage the Event with a Community Platform

A community platform like Bisner is one of the easiest ways to plan, market, and manage your event.  You can use the event module to set the date, post the schedule, and lay out all the details people want to know in order to show them what they’ll get out of this event.

You can use the notification setting to send reminders to people and get them excited about what’s coming. You can post sneak peeks of venue pictures and what types of activities will be done, so the whole community can start anticipating what’s going to happen.  

You can also have people RSVP through a platform like Bisner  Once they RSVP, set up notifications to double-check that they’re still coming and to remind them of their commitment as the event gets closer.

Wrapping it up

If you follow the steps outlined above, your event planning will go much more smoothly.

While you can do all of those things without a community platform, a platform allows you to be much faster, more efficient, and more on top of everything that’s going on. It’ll save you headaches, unnecessary hassle, and last-minute scrambling.

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