How to Plan an Event

If you are seeking advice on how to plan an event, you are in the right place. There are several details that go into planning an event and it can often become overwhelming. Throughout this guide I will lead you through general steps on how to plan an event. I hope this event planing guide gives you the inspiration and confidence that you need for success.

10 Practical Steps on Planning an Event

Every event is unique in its own way, so it is hard to capture all of the needed details to consider, but let me help you by guiding you through 10 practical steps to follow when event planning. In order to bring these ideas to life, and provide visuals and give examples I will follow this guide along with the idea of planning a wedding.

1. Define goals and objectives

Your first step in planning your event will always be to establish what are the main goals and objectives.

Ask yourself what is the purpose of this event? It could be to:

Raise awareness to a special cause? Celebrate another year of marriage? Increase brand awareness? Celebrate a graduation? Drive new sales? Or maybe it is a combination of several goals you are trying to achieve? Determine what you are seeking to accomplish and how this event will help you achieve that.

Then, ask yourself what are the main objectives of this event? Set goals with quantifiable metrics of success to make it easier to ensure that you reach them. In planning any event, you should identify a set of objectives that will support your ultimate goal.

See below list of examples of event planning objectives for a wedding:

To take it a step further, after you set your goals and objective, think about the results. What will happen if you meet, exceed, or miss your goals? At what point will you end the event? If your organization is on point, and you understand where you are going for the event, you will be able to get there even faster.

2. Establish a budget

Setting the budget for your event is a crucial step in planning. Establishing a budget allows you to be creative in planning with realistic parameters. It also helps avoiding unwanted surprises (such as running out of money for decorations). The event will be more successful with a mapped out budget in advance and a continuous update of your finances as you make finalizations.

Fundamental expenses you will want to consider including in your budget would be:

Some items may not be fixed costs yet – for example, if you did not pick a venue yet – it’s important to keep the maximum affordable amount in mind before making those decisions. 

3. Develop a team

Planning and executing your event does not have to be done all alone. Build a team of paid or volunteer assistants. You do not want a team too large that it is difficult to manage, but also you do not want a team too small that the work is overwhelming. Think of roles that you need to fulfill for your event and recruit suitable individuals who are fit for the role.

Example roles that you may need to fulfill when planning a wedding would include:

After identifying the needed roles for your team, next you will want to make a plan for recruitment to fill each position. You can find volunteers or hire individuals to assist you. For smaller events you will most likely be able to find people who are willing to volunteer to help you in anyway to save costs.

4. Choose a date and book your venue

Choosing the date and venue are major components that will shape the rest of your project plan. You want to choose and book your venue as soon as possible. The date of the event may depend on the availability of the venue, therefore, theses two components typically are decided at the same time.

5. Brand your event

Your event brand will set the tone! Pick a theme, design a logo, create a tag name to give your event a presence to get guests excited for what you have planned. Branding your event will help bring it to life on social media as well as help attract people’s attention. Key items to consider when developing a brand for your event:

• Event name First things first, your event’s name! This is the first thing attendees will see, so you want it to reflect your vision for the event through the name.
  • When brainstorming a name for your event ask questions such as:
    • How is your event different from others?
    • What are the main components of your event?
    • What are you seeking to convey through this event?

• Theme The theme should amplify the name, because the name alone can not tell the whole story. Often events will create a theme to tie it all together. 

• Tagline Once you’ve created an event name, create a tagline – a short, memorable branding slogan that best describes the event.  

• Logo The design of the logo should match and color themes you have, and vise versa. A logo can be a very effective branding tool. This will give immediate recognition of your event. The logo can be used on social media, flyers, banners, t-shirts, gifts, and even with your tagline etc. A logo is an effective tool for larger reoccurring events.

Have fun with branding your event. The more creative and attractive your branding is the easier it will be to make your event recognized and known.

6. Determine your software and tech tools

Technology is growing everyday in this generation. There are several tools that are very beneficial for executing an event plan. While organizing your event you should determine if there are any technology needs. Potential areas of your event planning that may require technology may include:

• Guest sign up/registration: Platforms such as Sign up Genius are super easy and accessible for you to create. All you have to do is add the event details where required in the Sign up Genius then email the link out to your guest.

• Live streaming or Recording your event: Providing virtual options for attending your event is very helpful during the pandemic and for attendees that are unable to attend possibly due to the location or date of event. Live streaming or recording your event will allow for those individuals to have the opportunity to attend as well. In addition, recording the event is another way to extend your event’s reach and encourage the conversation to continue far beyond the physical event, or to rewatch at a later time. 

7. Confirm any special guests and speakers

Depending on your event you should have an idea of whether you want a guest speaker or another type of special guest.

For example if you are planning a family and friends event like a wedding, you may decide you want to hire a DJ, artist, or musician for your special guest.

Be sure to have clear communication of what your event is and what you are seeking from their services for your event.

Also be sure to download or create a guest list. This will help you keep track of everyone who came to your event. In addition, if you have guest provide their home address you will be able send them thank you letters, or additional information to follow after the event.

8. Plan day-of check list

The day before or the day of the event create a checklist. This checklist should include a list of all of the actions needed in order to prepare and execute a successful event. The checklist should include a clear list of what needs to be done, when it needs to be done, and who is going to get it done. This will help ensure that there is clear accountability leading up to the event, and during the event if needed.

See below for a simple example of what a “day-of” checklist may look like for a wedding:  

A full day agenda will help keep you on track and be in control of having a successful event.

9. Create marketing and promotion plan

Your marketing and promotion plan will help bring event awareness to your guest. There are many different ways to go about marketing your event – social media, blogging, personal invitations, online advertising, etc. Which ever tactic you do choose, each tactic should be a strategic element of your marketing plan. 

If you are seeking more of an intimate way for inviting guest to your event, the best option would be to send handwritten invitations in the mail.

The invitations through the mail tactic is a traditional way of sending wedding invitations for example.

10. Post event review/measurement of success

YAYYY!! You survived your event! Now take a moment to diagnose the overall outcome of your event. How did you decide to measure the success of your event plan? Did you reach the goal for the number of attendees? Or did you stay within the budget you set for the event? When reflecting on your goals, determine if you were able to accomplish any of them. Other questions to reflect on:

How did your team, creatives, and/or volunteers perform throughout event?

What was the feedback or the response from attendees?

How did your marketing do for your event plan?

Based on your definition of success, was your event successful?

Planning an event is not an easy task, and is typically not a one person job. Be sure to thank everyone who made this event successful. I hope my 10 step guide helped you with understanding how to plan an event successfully!

Check out the below links for further event ideas for a more specific type of event planning!

Birthday Party Events

Date Night Events

Holiday Events

Party Events