5 Tips for Event Planning

I attended an event planning workshop with Kelli Matthews at the University of Oregon SOCJ, and wow- was it mind blowing. Not only did I learn from a panel of pros in their respective fields of corporate, non-profit, sports, and travel/tourism events, but I also learned some valuable skills to try out with my client. I was grouped with four other teammates to coordinate the 26th annual Eugene AidsWalk. The walk is Saturday, May 19; since there's a short timeline to work with I've been scrambling (and learning a ton!).

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For AIDSwalk inquiries, please contact info@aidswalkeugene.org

  

Objectives

Identify your goal- why are you doing the event? It might be to raise money or gain awareness for your cause or organization. Understanding your purpose and the big picture will aid in the success of the event and the rest of the planning process.

Audience

Know your attendees and what experience would be important to them. Will the event be RSVP only, door tickets for sale, or a free event to the public? These option vary dramatically and will ultimately change how your event should be arranged. Plan on convenience for your guests from start to finish. This starts at the point they arrive in the parking lot, throughout the phases of the event, back to the parking lot when leaving.

Budget

Try to keep your budget as realistic as possible, this will eliminate a large margin of error. Document your projected costs vs. actual costs, and create a contingency fund. Setup line items for each category and keep it organized (this will be similar to PR plan budget). It may be easier said than done, but come in under budget.

Design

What type of atmosphere do you want to create for the guests? This can be as easy as a theme or similar decor item throughout the space. Your vision for this should relate to your objective and keep in mind that good design has functionality.

  

Timeline

Identify your key milestones along the way and breakdown large projects into small tasks. Don't be afraid to delegate responsibilities to your team or committee, and schedule check-ins or group meetings to update each other. Lastly, create a cushion before the event just-in-case and you will not regret it!