Event planning involves the design and implementation of themes, settings, consumables, services and programmes, that suggest, facilitate or constrain experience for participants, guests, spectators and other stakeholders.
The Project management approach includes the following steps:
- Planning of the concept
- Preparation
- Actual planning
- Commissioning the tasks
- Implementation
- Closing of the event, post-event activities
In case of smaller events (eg. wine day or music night at the winery), the phases are divided by the timeframe of the event. The three phases are:
before the event
- choosing the event organisers or the responsible person
- determining the purpose of the event
- determining the date/time
- suggesting the content, programme elements
- selecting the location/venue/site/scenery
- providing the necessary equipment and infrastructure
- negotiating with service providers (catering, etc)
- compiling the event plan and schedule
- plan the marketing of the event: designing leaflets, printed material and marketing and PR- activities, social media content
- organising additional services if necessary (e.g. accommodation, catering, transport etc.)
- budgeting, financial planning
- legal issues (contracts) or other permissions (if needed) (e.g. obtaining permits for use of public space, police, health authority, medical care, etc.)
- consider risk factors – prepare for the unexpected
during the event
- welcoming guests/visitors (if it is needed organising transfers)
- coordinating programmes
- providing information about the destination, the event etc.
- ensuring safety and security of visitors (e.g. in the venue)
- Online marketing and PR during the event
- other (roll-ups, running technical equipment)
The most important tasks are:
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- Supervising setup for the event
- Keeping the event on schedule
- Keeping the performers happy
- Keeping the guests happy
after the event
- taking installation down, cleaning up, etc.
- Financial tasks (final payment to contractors, eg. service providers)
- Post event calculation
- PR articles and media news
- Checking success of event with participants – feedback
- checking and collecting media coverage items
- Follow-up (thank you letters, post event party, social media posts etc.)
- Evaluation, reports (eg. impact assessment of the event)