Pitchrate | Five Simple Steps to Use When Planning Your Events that Guarantee a Successful and Memorable Affair

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Shannon Kilkenny

Humm, about me! Author, speaker, writer, adventurer, and event entrepreneur. I love to teach others to become successful by “Producing more Events, to More Clients, in Less Time”. I also like to kayak, play on my ipad, eat potato chips and run on the beach. What are your pleasures? With ove...

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enterprising events

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Expert

Published:

07/07/2011 01:49pm
Five Simple Steps to Use When Planning Your Events that Guarantee a Successful and Memorable Affair

These are the 5 steps of event planning that are found in every event, regardless of the size, location, date, reason, or amount of money you will spend. There are hundreds of additional steps to take but these will set the foundation for your entire planning process.

1. Discuss and Choose Your Goals and Objectives:
Every event will have goals and objectives whether they are set, discussed, and confirmed upfront or not. You must ask yourself and your committee members, what is your primary purpose for having the event? Pick a primary purpose that matches what your intentions for the event are. What do you want your participants to experience? Are you trying to make money? Is this an educational experience with networking and fun involved? Ask all the important questions to find what your primary purpose should and will be.

2. Select Your Dates, Times and Location:
Choosing these three areas carefully will be critical to the success of your event. Every event must have a location and the event needs to begin at a certain time on a certain day and end at a specific time on a specific day. The options are endless. For locations, it might be your backyard or at PacBell Park, Grace Cathedral or downtown San Francisco and Golden Gate Park. It could be your local town hall, social club or a mansion on Nob Hill. On the other hand, you could go a more traditional route and use a hotel or restaurant. The dates and times will vary on the many factors that are unique to your specific event. Is it one day, two days, or more or is it just a couple of hours. Does it need to be a weekday or weekend? Is there a holiday or something else that might prevent your guests from attending your event? Keep these factors in mind.

3. Decide How You Are Going to Promote and Market Your Event:
Once you have all the details confirmed, you must get your message out. Your potential guest need to know when, where, why, how and how much. Your message could be as simple as the date, time, location and reason via the telephone or email for a surprise birthday party. It could be as complicated as material for a weeklong convention with numerous workshops, special events, outside excursions, banquets and required registration information included. Delivering this amount of information can take a multi-page brochure or it may require a ¼-page ad in your local newspaper. Or it can be part of the new breed of marketing and promotion called social media and social networking. Facebook, LinkedIn, Twitter and others are becoming an extremely important part of getting your message out today.

4. Select Who Your Participants and Attendees Are:
Without them, you would not have an event. You will obviously need participants to come to your event, whether they are invited guests, paying participants or required attendees. Being making lists and discussing the right target audience for your event. They may be very apparent to you, such as a class reunion; however, if you are putting on a 5K race, you will have to do some research to find the right people.

5. Design Your Agenda to Create the Most Successful Event:
This is what is happening from before the participants arrive to the follow-up when the event is complete. What is actually happening throughout the event? This is a detail outline of the activities. The agenda tells people where to go, what to do when they get there, etc. The agenda can be two types. One type is for the participants. They receive it and follow the scheduled events. The other type of agenda is the one that the people working the event receive and follow. Some events will have both types of agendas.

Keywords

event planning, party, conference, convention, successful, reunions, seminar, step by step planning
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