Create a Written Event Plan - Part I
- Sean Spence
- Sep 13, 2024
- 2 min read
Many times, including myself, individuals tend to jump right into organizing an event without following a structured process that could enhance its quality and effectively achieve their objectives.
When creating an event, it is important to invest time in doing things correctly from the beginning. Equally important is the value that can be derived from the process of organizing the event, especially in terms of building relationships along the way. Careful planning can guarantee that this value is realized, making the event itself even more worthwhile.
Put things on paper as quickly as possible
One of the most accurate statements ever made is that a plan is not truly a plan unless it is documented, regardless of who originally said it. Writing down your plan gives it substance and enhances the likelihood of achieving success.
Having a plan is essential for important events, and this involves documenting it. Even for the most complex events, a plan should not exceed three pages, with two pages usually being sufficient.
Having a written plan will enable you to concentrate on the important aspects without overlooking the details. Equally important, a documented plan will ensure that you appear and are prepared in front of event stakeholders. It is worth mentioning that when it is time to convene and make decisions, the individual holding the written plan holds the authority.
Know your key objectives and make them your guide
When organizing any event, it is crucial to identify a few key achievements that will play a significant role in its success (having fewer objectives is preferable). Make sure to carefully consider and document these goals. While quantifying every objective may not be feasible, strive to be as precise as you can; objectives with measurable values are more tangible for all parties.
Here are examples of key objectives:
Get 250 people to attend
Attract three media outlets
Persuade 20 VIPs to attend (from a list of 50 that you have created)
Provide a fun evening
Make 15 new contacts
Boost your reputation as a leader in the local auto industry
For example, if you are planning a health fair, then your key objectives might be the following:
Obtain 10 sponsors who contribute at least $1000/each
Recruit 100 healthcare–related booths
Attract 500 people
Sell $2000 worth of healthcare supplies
Gather 30 new qualified sales leads
Ensure you understand the desires of all stakeholders involved in the event, not just your own.
While it may be obvious, this crucial step is sometimes neglected. Make sure to set aside time to meet with stakeholders invested in the success of the event and ensure that their desires are included in the written plan, or at the very least, taken into consideration.
Remember to involve them as the planning document develops.
Do a little research
Research should always be part of the event creation process. Nowadays, this simply involves browsing the internet for about an hour. This step is crucial as it allows you to stay informed about similar events and gather a wide range of ideas.
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