Planning and preparing for an event can be overwhelming. Any missteps can have critical repercussions for your event, so it is important to develop a strategic checklist while you are in your planning phase, and then refine the details later.

Spotter has developed a list of the most important items to remember when planning for an event. These things will help ensure your event runs smoothly and will lessen the chance of your hitting any pitfalls along the way.

The purpose of your event
Why are you holding an event? Are you planning for a wedding ceremony, funeral party, graduation ceremony, birthday parties, a fundraising, a new product launch etc specific events require specific preparations in terms of time and resources. It is highly important to pinpoint the purpose of your event as it allows you to efficiently manage your resources and time.

Who are you inviting? (or know your target audience):
You should be able to mark out your target audience in light. Defining your target audience specifically for your event is one of the keys to a good turnout.

Getting the word out
Publicity for your events can be achieved by:

Calendar announcements, both print and online
News advisory, with follow ups with specific reporters, and
Posters distributed to businesses and displayed on community bulletin boards
Social media posts with event details scheduled over time to build interest.
Overall logistics
This may seem like the small things but it can escalate into large issues if not taken care of properly. Traffic flow and parking all contribute to the safety of your attendees.

Food :
Will you serve it? How much? What kind? Hot? Cold? Appetizers or full meal? The answer to this question is often determined by two things — the number of people you are inviting and your budget.

6. Engaging your attendees at your event/entertainment:

How do you keep your people engaged and entertained at your event? Depending on the type of your event you have many options. Here are a few:

You can employ the services of a band, comedians or a musician to keep your guests happy. Find some bands/musicians on Spotter

Arrange for a high-profile speaker : This could be a well-known personality, government or community leader, or “cheerleader” of your brand or organization.
Organize games for kids and adults to keep them happy.
Supplemental on-line events via social media: Twitter chat, Instagram stream, Facebook contest.

7. Giveaways

Providing your guests with some kind of giveaway is a nice way to thank them for showing up at your event.

8.Staffing for the event
Any event needs to be properly staffed so it’s important that you have your staff on board for the occasion. Ranging from the ushers, valets ,caterers, planners, decorators, photographers, videographers etc

source:http://blog.spotter.com.ng/things-to-consider-while-preparing-for-an-event/

Depending on the type of event you are holding and your business, you’ll want to carefully consider who should be invited to your event. Is this something that the general public would enjoy? Is this something that is only appropriate for select members of your target audience such as business customers or donors? Defining your target audience specifically for your event is one of the keys to a good turnout.

Providing your event attendees with some kind of giveaway is a nice way to thank them for supporting you at your event. Depending on your company or organization, you might be able to give away an existing product you already have or seek sponsors for giveaways so you don't have to spend additional funds on promotional items for one-time use. But don't let keeping costs down lead you astray — what you give away reflects on your organization. (It's better for mission-driven businesses to give away nothing than to use promotional items in conflict with your values and principles.)


Thanks

http://www.ferventevents.com/

Fervent Events
262 Carlaw Ave, Unit 201,
Toronto, ON,
M4M 3L1

p. 416.908.2004
e.