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What Is an Event Plan?
Generally, a plan is a written account of intended future method aimed at achieving objectives or specific goals within a specific timetable. Moreover, an event plan is a document that outlines all of the elements of an event—what needs to be done, how, when, where, who will execute, and may also include the best case, expected case, worst-case scenarios, and possible solutions.
How to Write an Event Plan
According to an article written by Max Miller that is published on June 2018, statistics show that the event management industry will grow 44% in the next five years. Based on the aforementioned statistics, there is a wide competition in this type of business. Whether you are a wedding planner, party planner, or a corporate event planner, you need to know how to write an effective event plan that will easily grab the attention of your clients. The following are the guidelines that will help you in writing an effective event plan that will surely generate positive client experience:
1. Overview of the Event
First thing first, make a planned outline of the event—including the name, date, location, and purpose. Make sure that the name of the event is unique and memorable, and it should not be vague so people can easily decipher and remember what the event is all about. Make sure that the venue of an event has been booked ahead of time in order to avoid conflict. In choosing the venue, be sure that it is relevant to the event. Consider also the attendees, their means of transport, budget, and the date. Always check the date if there are direct or indirect competitive events or close to your event date. If you are going to have a product launch, fundraising, or a festival, make sure that there are no similar events near the area on the same day. Most importantly, determine the core purpose and outcome of your event.
2. Financial Plan
An event would not be realized without a budget. In this part of your plan, specify the expected budget of the event. You can make a table indicating the expenses, details, and the cost, so you can get a proper handle on what you are spending and manage the costs like a pro.
3. Determine the Requirements
Make an event requirements checklist to ensure that you have thought all of the requirements that you have to utilize in your event. Determine what is required in terms of facilities, services, production, technology, legal aspects, and insurance.
4. Roles and Responsibilities of the Team
Determine who on your team will be assigned to specific tasks during the course of preparation until the actual event. There should be an event coordinator who will follow up on everything and make sure that there are designated personnel for even the smallest tasks.
5. Include a Safety Plan
A safety plan is a formal documented procedure to be followed by all members of the workforce in case of an emergency. It involves rules and regulations that are to be followed by the map of the site. It should be included in an event plan because nobody can predict the future and mishaps could happen anytime, anywhere. Failure to include this on the entire event plan is like risking the life of your team, client, and guests.
