How long does it take to plan an event?

Business Events News - - News -

PLAN­NING events takes a lot of or­gan­i­sa­tion, ef­fort and time. It’s best to start as early as pos­si­ble and give your­self a check­list so you don’t miss im­por­tant el­e­ments. Lists and spread­sheets will be­come your best friends. Al­ways make sure you have con­tin­gency plans in place for things like un­ex­pected weather or a speaker not be­ing able to present.

Be­low is a gen­eral time­line of some com­mon event tasks that may help you plan your next event:

6-12 months be­fore the event

• Es­tab­lish the event goals and ob­jec­tives

• Se­lect a date and choose a venue

• Get cost es­ti­mates and cre­ate a bud­get

• Iden­tify speak­ers and/or en­ter­tain­ers

• Seek out and con­tact spon­sors or part­ners for the event

3-6 months be­fore the event

• Pro­mote the event through the ap­pro­pri­ate chan­nels; e.g. so­cial me­dia, ra­dio, TV, news­pa­pers

• Es­tab­lish the au­dio­vi­sual plan and equip­ment needed with your AV provider

• Fi­nalise ar­range­ments for speak­ers and/or en­ter­tain­ers

•Con­firm if the venue re­quires any per­mits and con­firm ac­cess for guests such as park­ing

2 months be­fore the event

• Send re­minders to the at­tendee list

• Fol­low up with spon­sors or event part­ners

• Re­lease an­nounce­ments about VIPs or key­note speak­ers to the me­dia

1 week be­fore the event

• Do a fi­nal reg­is­tra­tion check of names

• Brief your team and vol­un­teers about their event du­ties

• Fi­nalise the seat­ing plan and in­form the caterer of fi­nal numbers

1 day be­fore the event

• En­sure all sig­nage is in place

• Do an au­dio­vi­sual test

•En­sure all pro­mo­tional items or gifts are on site, and reg­is­tra­tion ta­bles are pre­pared or dec­o­rated

The day of the event

• Have copies of all im­por­tant doc­u­ments, phone numbers, in­for­ma­tion and seat­ing charts for the event team

• En­sure the event is run­ning to plan and man­age any is­sues as they arise

Af­ter the event

• Send thank you notes or emails to at­ten­dees and spon­sors

• Post event pho­tos on so­cial me­dia

• Con­duct a post event eval­u­a­tion to as­sess the event’s suc­cess against your ini­tial goals and ob­jec­tives

Your event will be much more com­plex than this snap­shot alone. We rec­om­mend cre­at­ing a pro­ject plan to en­sure trans­parency on all tasks and to en­sure they are com­pleted on time. Need ad­vice on the tim­ing of AV or stag­ing tasks for your event? Con­tact us.

Bren­don Bif­fin is the part­ner at Sof­i­tel Bris­bane Cen­tral with AVPart­ners, which cre­ates in­te­grated event ex­pe­ri­ences through com­bin­ing state of the art au­dio­vi­sual tech­nol­ogy, un­ri­valled ex­per­tise and a highly-tai­lored ap­proach. www.avpart­ners.com

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