Someone once said, “Event planning can turn even the most capable person into a ball of nerves”. So true; therefore if you have the opportunity to plan your company’s next holiday party, awards banquet, annual general meetings (AGM) or conference, the following simple tips could help you to achieve the needed outcome by asking these questions.
Why the event?
Do you always think about the reasons for anything? It’s an essential thought that you need to consider. This question places quite a number of factors at the fore and helps you to sincerely see the reasons why or why not to host an event. At this point, all options must be weighed on the balance to ensure that the best decision is taken. Once, the why is certain, all other items will line up accurately.

What do I want to achieve?
Every event must have an underlining objective. The expected outcomes of any events must be set or else at the end of the day; all efforts would have been in futility and ultimately a waste of hard earned money. Take time out with your team to set realisable outcome or objectives which could also be used to evaluate the success of the events. What kind of experience do you want your guest to have? When the right objectives are set, the event is on its way to being a rewarding experience. May be, top on your mind is strengthening relationships, extending your goodwill or announcing your new products.

What kind of event do I want to host?
What an important question this is. Every event is unique and is meant to give a unique experience. So, it’s very important to consider the manner of event you want to host. You might probably want it to be a high flying one or just in a low key manner or may be an indoor event. Whatever model of event you might probably choose, make sure it is focused on achieving the objectives you have set for yourself because the right atmosphere will trigger the right result.

Where will it take place?
The venue of your event sends a lot of messages to your guest. Some may decide to honour or bounce your request or probably send a representative depending on the venue you have chosen for your events. If you are expecting very high profile personalities, wisdom will suggest that you choose a befitting venue that suits their profile. In another vein, the outcome you have set could also determine your venue. Altogether, it’s very pertinent that the venue consideration most be given a top priority alongside other factors like accessing exiting the venue, number of expected guest and many more.

Who will attend?
Events are meant to be attended by persons and not ghost. It’s essential to always define your guest, who they are, what their peculiarities are and so on. Make your guest a priority above the events because without them there will be no need to host the events. If possible, segment your guest into groups and much more depending on the tone or the nature of the events. You may need to contact a professional event planner for advice.

Who will manage the event?
Here, comes one aspect of event planning that must be taken very seriously. It is always advisable to outsource this aspect of the events so as to allow you concentrate on your core competence. There are many who call themselves event planners or managers as the case may be, but are quacks. They pose and masquerade with all manners of promises and credentials. How do you know the real guy? Look for track record; look for experience, expertise and capacity. You cannot afford to drown your company into that deep blue sea. Why are we particular about this? Tracking issues and managing crisis are very paramount. Expect the worst during any event, so when this happens, can that event manager show capacity and to solve any issues or crisis? Think twice before you decide on that event manager.

What will it cost me
Money decides if that event will go on or not. As soon as you decide on the entire ingredient that will go into the events, find out the cost. Take your cost very seriously; find out the most accurate cost for each item from the biggest to the smallest. Create a check list for all the items, so that you don’t leave or undermine any item that may ruin the event. Make sure you work with your chosen team members as well as the event manager with acceptable timelines, to get a full grasp of the situation. As soon as your budget is approved then you are ready to roll.

Written by Barry Mfon
Mfon Barry is a PR professional, a content manager and a social media Strategist with Doxa Digital.
Contact: realmfon@gmail.com