Top tent tips: a checklist for event planners

Over the many years we’ve been doing this, the one thing which has been a constant throughout is the ever present array of spreadsheets, tick lists and notes headed Things to Do.

We’re often asked if we can advise clients on event planning, so we thought we’d share a few high level points on what to consider when planning an event. Obviously the finer details will vary depending on what sort of event you are holding, but hopefully this will provide you with a starting point to create your very own clipboard collection of lists!

1. Event Goal and Objectives

Begin at the very beginning. Why are you organising this event and what do you hope to achieve? If you can identify this, you will be able to convey a unified message to all suppliers, stakeholders and visitors – it’ll get everyone on board!

2. Name the Date

You’ll need to check it with your key participants and with your venue before telling anyone else. Be sure to give yourself enough time to plan the event itself.

3. Create your Master Plan

This is your go-to checklist. Put everything to do with the event on there, from managing volunteers to managing the venue. You might want to think about using a digital project management program depending on how complex the event is. Consider how you wish people to sign up for the event as you’ll need to sort out payment and tracking if you’re intending to market the event online.

4. Don’t blow the budget before you’ve begun

Be realistic. Incorporate estimates for all the key items on your Master Plan, and make sure you have a contingency. Don’t forget to cost in VAT if applicable, money to apply for licenses or travel costs for speakers.

5. Set the scene

We’ve said it before and we’ll say it again – using a timely and attractive theme to brand your event and set it apart from your competition will reap rewards in terms of visitor numbers and getting the word out online.

6. Evaluate yourself

How will you know that the event is a success? You need to determine these factors when deciding on your goals. If you’re benchmarking based on social media coverage or offline publicity, make sure you track your activity and engage in it enough in the run up to the event.

7. The event goes on once it’s over

Once the event is finished, you might think your job is over. But don’t forget to include those post-event thank you notes to significant contributors, suppliers, sponsors and so on. You could also consider following up on post event publicity if you’re hoping for some column inches.

We’re here to help. If you’re running an event and would like to speak to us about using one of our Amazing Tents, give us a call or drop us an email.

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