Event Planning Process

Well- planned events will have a higher chance of meeting the desired goals of the organizers and creating enjoyment for the participants.

What it is: The event-planning process is a structured approach to defining and implementing the goals of the sponsoring organization and ensuring the enjoyment of the participant audience. This planning process will need to be comprehensive and exhaustive in defining what is required for a successful event. It will also need to have contingencies in place for unexpected occurrences that are bound to happen at the worst possible time.
What it does: By having the planning process in place, the event can be planned and implemented with less effort and in a shorter amount of time than events that are implemented more randomly. Events without adequate planning are less likely to meet the goals of the sponsoring organization or create a satisfied group of participants.

How is it used: The event-planning process is used by the organizing sponsor to define the purpose, identify the resources, and create a plan that will lead to the success of the event.
Where: Events can be large and elaborate or small and intimate. Some elements are generally the same for most events and some are unique to the specific type of event you are planning. Some types of events that need to be planned include the following:

Concerts and commercial programs: Large concert tours and other types of commercial shows will need to be planned for large venues and large crowds.
Festivals and community events: These can include rodeos, county fairs, festivals like Strawberry Days, movie festivals, storytelling festivals, Chalk the Block, holiday events, etc.
Publicity events: These can be fun runs, color festivals, latino festivals, dances, or concerts to publicize new apps, athletic activities, tournaments, etc.
Commercial events (local or small) for profit or to raise money: Local food festivals, food truck rallies, Asian night markets, gem shows, craft shows, and others
Political events: Speeches, BBQs, rallies, demonstrations, etc.
Conferences: Clubs, professional societies, business topics, educational conferences, medical conferences, etc.
Business or group meetings: Businesses and organization groups will have onsite or offsite meetings for training, organization, team building, etc.
Charitable fundraising: Golf and other tournaments, dinners, contests, athletic activities, fun runs, concerts, dances, cultural events, etc.

Why: For an event to be successful, it needs a purpose. People need to be attracted or invited to come. People need to have useful or enjoyable participation, and the event needs to be within budget. Without planning, it is unlikely that many of these purposes will be accomplished.

Where it shouldn't be used: Spontaneous events do not need to be planned, but almost every other kind of event needs planning.
Any restrictions: None
Warnings: Events can take on a life of their own. You must continually follow up with the planning team to keep the event on track. You must make contingencies for elements of the event that might fall through and be aware of where modifications need to be addressed.

Purpose, goals, and benefits: The first step of planning a project is making sure you know why you are holding the event and what outcomes you are hoping to achieve.

What is the overall purpose of the event?
What are the specific objectives of the event?
Who is the audience for the event and why will they want to attend?
How does the proposed event align with your organization's purpose, goals, and plans?
What are the intended benefits or outcomes that the event will deliver (raise money, increase awareness, team building, etc.)?
Is it part of an existing strategy or just a one-off good opportunity?

What events have you considered, and what other events should you consider to meet the purpose and goals you have set?
How will you choose between the different event options you are considering? (Comparing Alternatives)
Do you have capable people who are interested and willing to be involved?
Who has a stake in the event (individuals, relevant organizations, groups, clubs, etc.) that might work with you or co-sponsor the event?
What are the expectations of the different stakeholders?

When will the event be held, and what is the schedule of the event activities?
What is the budget available for the event, and what resources are available to the event planning team?
What level of quality are you looking for in the results?
What venue will you use for the event? (Venue Acquisition Strategy and Implementation)
Who is the organizer the team who will be working with the leader?
What approvals are needed for the event specifics and what will be the modes and methods of communication between the team and stakeholders?
What materials, equipment, and supplies do you have, and what additional things do you need?
What are the risks of the event and how will you mitigate the unacceptable risks?
What contingency plans do you need?
What special guests or celebrities can you invite to the event?
How will you advertise the event to the target audience (Gaining Coverage of Your Event, Pitching Media, and Promotional Strategies pages)?
Can you create a website for your event?
Did you secure the specific vendors you need to support the event (caterers, police or security, entertainers, etc.).
Where is it appropriate to solicit in-kind donations?

Make sure you have people assigned to all elements of the event, and you have managers in place to answer questions and make decisions.
Day of the event: Arrive very early and come prepared with emergency phone numbers, a first aid kit, office supplies, insurance paperwork, contract confirmations, guestlists, and extra copies of scripts and volunteer instructions.
Implement everything you planned.
Monitor each of the planned activities at the event to make sure we achieve the desired outcomes.

What receipts or other documentation do we need to hand over? When? To whom?
How well did the project achieve its intended goals?
What reports are needed and which stakeholders need a debrief?
Can you send out thank you notes and other appropriate recognition for all those that gave of their time and efforts to make the event successful?
How well did we manage this event?
What went well and what could be done better next time?

Document the event plan as in the attached templates to review the event steps for success.
A Gantt chart is another way to portray the planned event process.
A summary of the outcome of the events is useful after the event is completed.

This content is provided to you freely by Ensign College.