The 5 W’s of Planning a Great Event
Lisa Simons
Marketing Manager who drives engagement and conversion through stop-and-take-notice copy and content.
Light Up a Great Plan With These Key Questions
Maybe you’re a new event planner or your company has asked you to plan an amazing event and your first thought is, “Where do I start?”? Use these “W’s” to launch your event into the stratosphere and create an amazing guest experience that is sure to have attendees asking, “When is the next great event?”.
Who?
The first bit of need to know information is finding out who is the leader or decision maker for the event and if there are others who have input, and then set a time to go over everything.? Make sure to find out who is the audience for this event, number of attendees, any outside organizations involved, and introduce team members or anyone else involved in the process..
What?
The second piece of the puzzle is learning what the event looks like in the mind of the decision maker(s). Listen and take note of what is being said. There may be a specific vision or it could be up to you.?
Another key question is what is their budget range? Get a range or top number so you know what you can afford to spend on such things as venue space, supplies, marketing materials, decorations, entertainment, etc....
When?
Planning far in advance is essential, so the “when” is very important. Ask the leader for preferred dates and if there is flexibility in case the site or other deliverables are not available on a specific date.?
At this stage, if you know of important dates such as when contracts need to be signed or payments made to suppliers, make sure you share that information. If not, make it clear that you will be obtaining and sharing any important deadlines. Cvent and Asana are some useful event scheduling and project management tools to keep you on track.?
领英推荐
Where?
Is their preferred site local or destination-based?? There are so many opportunities to create something outside of the box, this is your opportunity to share any creative ideas that you may have. It could be staged on a cruise ship, in a park, at a museum, there are so many interesting possibilities!
Why?
Learn why this event is being held. This could be team building, fund-raising, an incentive trip for top producers, a product launch, the list is endless. The tone and messaging of each of these events will be very different based on why it is being held. ? The “why” will also determine the type of activities that are appropriate for attendees.
Going Forward
There are many things to consider when planning an event. These “W’s” are just a jumping off point. Take what you have learned, do the research, formulate a plan, share any updates, and keep all of the moving parts moving! Rely on your team to assist with any details.?
Don’t worry, you have a plan, and because you have done your homework, you know you can get it done. Your team and your industry contacts can help you solve anything that comes your way. When the kudos come in, take your bow, and start planning for next year!
Lisa Simons is a Marketing Specialist and Manager who has years of experience creating, developing, promoting, and implementing events from start-to-finish.?