Create a Written Event Plan - Part II
- Sean Spence
- Sep 16, 2024
- 3 min read
Ask lots and lots of questions
“If you want to come up with lots of ideas, ask lots of questions.”
Someone much more intelligent than me once stated this (though I am unsure of who). Expanding on this idea, I would suggest that when creating a plan, it is beneficial to ask numerous questions to ensure nothing is overlooked.
While I could write 100 questions to provide you with examples, I will share 20 here. If you pose these questions at the start of the planning phase and periodically review them, you will usually be well-prepared:
What are my key objectives?
Typically, you have two or three specific goals in mind for your event. These could include conveying a particular message, raising a specific amount of money, or ensuring a certain number of attendees. By clearly defining your key objectives, you increase the likelihood of achieving them.
In what ways does this event need to support my business objectives?
If the event is intended to benefit your business, it's important to detail precisely how it will do so. For instance, you may aim to draw a specific number of prospective clients, establish connections with potential investors, or recognize a particular individual's contributions.
Which individuals, businesses and organizations should be involved with this event?
Consider the list carefully, and you're less likely to overlook someone significant to the event or to yourself.
How do we use this event to create new relationships and strengthen existing ones?
The greatest value of events likely lies in their unique ability to create and fortify relationships. When planning each element of the event, contemplate the methods through which you can achieve this.
When should we have it?
Often, people overcomplicate the process of selecting a date or dates. Generally, it's best to simply make a choice and proceed with the task. However, there are several factors to keep in mind that can enhance the likelihood of success.
For an evening reception without dinner, the ideal time frame is from 5:30 to 7:00 PM.
The optimal weekdays for hosting an evening reception or dinner are Tuesdays and Thursdays. For weekend events, Saturday evenings are generally the most favorable.
Multi-day events are often most successful when they include one weekend day but not both. This approach allows participants to attend with minimal work disruption and still preserves most of their weekend.
There are several issues that receive excessive attention and should generally be ignored. Here are a couple of examples.
Calendars filled with overlapping events
Whether school is in or out
The weather
When organizing an outdoor event, considering the weather is essential, although there is limited control over it. One useful tip is to consult the Farmer’s Almanac, which surprisingly proves to be quite dependable and one of the best resources available to prevent unexpected rain showers.
How many people do we need to be successful?
Whether you are organizing a large event for 1000 guests or a small, intimate gathering, one of the initial figures to consider is the number of attendees you aim to attract. This factor will influence virtually every choice you make.
What is our budget?
Despite being a straightforward question, it is surprising how frequently people overlook it. It is advisable to consider three levels, particularly when organizing a fundraiser: one for the expected amount, one for a lower amount, and one for a higher amount.
What is our timeline?
Starting your event planning process with a timeline is an excellent approach. You can even make the timeline your main planning tool, just ensure to supplement it with a budget.
To create a well-organized timeline, begin by pinpointing the event's date—be it the day, week, or month if the exact day is still uncertain—and work backwards from that point. Initially, focus on scheduling major tasks like sending invitations, confirming the caterer, and arranging a speaker. Once the foundational elements are set, it becomes simpler to start adding finer details.
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