How Do I Plan An Event: A Guide for Event Planners

When it comes to event planning especially for a sports event the question “How do I plan an event?” is often the starting point for both new and experienced event planners alike. From initial brain storming to the final whistle there to is important to have an event plan to make your event successful.

Planning a successful event is hard but fun. Whether you’re hosting a small charity match or a large event every part of the event planning process is important. From choosing the right venue to making sure you have the right facilities there’s a lot to think about. In this guide we’ll take you through the key steps to planning an event successfully to ensure you’re more than prepared for your next event.

1. What’s The Point Of The Event

The first step in planning an event is to define your event goals and objectives. What are you trying to achieve? Knowing the purpose of the event will help you define your target audience, guide your event planning and structure the whole process. Whether it’s to raise funds for a cause, host a corporate conference or bring the community together knowing the end goal is key.

Event planners need to set specific goals and objectives such as the number of attendees or the amount of funds to be raised and put these into their event management plan. Knowing your goals will also help when reviewing past events and measuring the success of your current event.

2. Who’s On Your Event Planning Team

Having a dedicated and skilled event team is crucial to a successful event. Assigning event planning roles to each team member helps share the workload and make sure everything is managed. You may need roles such as an event manager (who is overall in charge of the event), marketing coordinators for social media mentions and promotional materials and logistics managers to manage the event space and resources.

For bigger events it’s good to break the team into subgroups that focus on specific areas such as event programme development, registration and sponsor management. If you don’t have the staff to do so, hiring professional event planners might be the answer to manage all the details.

3. Event Planning Checklist and Timeline

An event planning checklist is an essential tool to make sure nothing is missed. From booking the event venue to designing an event app for attendees this list will guide your planning process. A project timeline should outline deadlines for tasks such as venue booking, ordering supplies and finalising catering. This is essentially your ‘event master plan’.

A typical timeline might include:

• Choosing the event date
• Creating the initial event budget
• Booking the venue
• Contacting speakers or booking a keynote
• Ordering marketing materials and promotional materials
• Engaging sponsors and securing sponsorship

By following your checklist and timeline you’ll make sure every part of the event is planned and executed.

4. Create an Event Budget

Every event starts with a budget. Budgeting helps you allocate your resources and prioritise your spend. You’ll need to budget for everything from venue hire to catering to marketing to insurance to facilities. Look at a past event and analyse how they budgeted, learn from their mistakes or capitalise on their success.

For sports events in South Wales, Portable Toilets Limited based in Bridgend provide high quality portable toilet solutions. Make sure you include these costs in your budget if your event is outdoors or at a location with limited permanent facilities. Their services will ensure your event is compliant with health and safety regulations and provide a comfortable environment for attendees.

5. Where Will You Host

The venue is a key part of your event’s success. Your choice will depend on the event objectives, number of attendees and logistical requirements. Do your research to find a venue that fits your space, accessibility and facility needs.

For outdoor sports events consider locations with enough space for participants and spectators. Make sure the venue can accommodate the essentials like portable toilets, food stalls and seating areas.

6. Attendee Experience

The attendee experience should be top of mind. From the moment attendees register to the moment they leave your event their experience will shape their opinion of your event. A smooth and user friendly registration process, possibly online registration will ensure a seamless check-in.

Comfort is also key during the event especially for bigger events. Clean and accessible toilets are crucial. Portable Toilets Limited provide premium facilities that will cater for all attendees no matter how big or small the event.

7. Sell Sponsorship

One of the best ways to fund your event is to sell sponsorship opportunities. Approach local businesses or companies that are relevant to your event theme. For example local sports stores, health food brands or hospitality services may be interested in sponsoring a sports event.

Offer different levels of sponsorship from event branding on promotional items to dedicated space for sponsor booths. In some cases sponsors may also want to provide products for VIP areas or giveaways during the event.

8. Marketing and Promotion Plan

Marketing is key to getting participants and promoting your event. Use channels like social media, industry publications and media partnerships to build the hype. A good marketing plan should tie in with your organisation’s brand and target your audience.

Build the buzz by working with relevant speakers or promoting the event programme on social media. Keep participants engaged before the event and make sure your efforts get social media mentions that will attract potential attendees.

9. Review and Evaluate

After the event review thoroughly. Look at the key metrics attendance, sponsorship revenue, social media mentions and participant feedback. This post event review will allow you to see what worked and what didn’t especially if you compare to previous events.

Evaluating your event’s outcomes is also important for maintaining relationships with sponsors and participants so future events are successful.

Conclusion

Planning an event especially a sports event requires a methodical approach and attention to detail. From setting clear event objectives to managing the key logistical elements like portable toilets from Portable Toilets Limited in Bridgend each step counts. Whether you’re running small or big events focusing on the event planning journey will ensure a smooth and enjoyable experience.