Planning and Management of Event

Factors to be considered while planning and event

1. Event Purpose and Goals: Clearly define the purpose and goals of the event.
2. Budget: Establish a detailed budget, covering all expenses from venue rental to
catering and marketing.
3. Timeline: Create a timeline outlining key milestones and deadlines leading up to the
event.
4. Event Date and Time: Set the date and time, considering the target audience and any
significant scheduling conflicts.
5. Venue: Choose a suitable venue that aligns with the event’s theme and accommodates
the expected number of attendees.
6. Permits and Licenses: Check and secure any necessary permits or licenses for the
event.
7. Vendors and Contractors: Identify and secure vendors or contractors for catering,
audiovisual services, decorations, security, etc.
8. Guest List: Create a guest list and manage RSVPs to estimate attendance.
9. Invitations and Marketing: Design invitations and marketing materials to promote
the event.
10. Entertainment and Activities: Plan and organize entertainment or activities to
engage attendees.
11. Catering: Select a catering service and plan the menu based on dietary preferences
and restrictions.
12. Audiovisual Equipment: Ensure the availability and functionality of necessary
audiovisual equipment for presentations or performances.
13. Seating Arrangements: Plan the seating arrangements, considering the event format
and guest preferences.
14. Signage and Directional Information: Create signage to guide attendees and
provide directional information.
15. Registration and Check-in Process: Develop a smooth registration and check-in
process for attendees.
16. Name Tags or Badges: Prepare name tags or badges for attendees, speakers, and
staff.
 17. Event Program or Schedule: Draft a detailed event program or schedule, including
speakers, breaks, and activities.
18. Emergency Plan: Develop an emergency plan, including contact information for key
personnel and emergency services.
19. Feedback and Evaluation: Plan for collecting feedback from attendees to evaluate
the success of the event.
20. Thank You and Follow-up: Prepare thank-you notes and follow-up communications
for attendees, sponsors, and participants.
21. Cleanup and Breakdown: Organize cleanup and breakdown procedures to leave the
venue in good condition.

5 Cs of Event Planning and Management

1. CONCEPT
First, you need to think about the event concept: why do you want to create this
event? What’s the purpose?
-Is it disseminating your results?
-Is it making people network?
-Is it hosting different workshops?
-Is it for raising awareness about a specific issue?
Once you know this, you have to figure out who you want as target audience, the
beneficiaries of this event. This will be the basis to then think about how the event should
look like, the speakers, the place, and so on.

2. COORDINATION
The best approach would be to start with schedules (or a Gantt chart) defining the timeline
you have before the event. What needs to happen month by month to arrive calmly to the day
of the event? Think about who from your event planning teams needs to do what, contact
potential speakers you would like to involve, pick the venue, organize all logistics, maybe
you want to set some KPIs (Key Performance Indicators), start thinking about the promotion
of your event, and so on.
It might be convenient to also prepare a script for the day of the event. This is not the agenda
of the event (the one you will share with all attendees), but rather the internal timeline for
your team.
3. CONTROL
Once you have all your detailed plan with assigned roles and defined times, you then make
sure that all is going according to schedule. Most likely, there will be surprises here and there
where things won’t go according to the plan. Be prepared for changes and improvising
alternative solutions. If possible, bring your team to the venue before the day of the event so
everyone becomes familiar with the space and their roles. Do tests for screening,
livestreaming, sound, everything you can test.
4. CULMINATION
THIS IS THE DAY OF THE EVENT! Everything you have put together and rehearsed so far
will now bring results. Keep track of the script you prepared and make sure that everything is
happening on time and the way it was planned. Be ready for surprises, solve unexpected
things, be always available for guests. Coordinate all pieces of the puzzle, and also enjoy the
day!
5. CLOSEOUT
After the event ends successfully, there is still work to be done. If you hired caterers,
videographers, photographers, sound equipment, or other type of provider, you want to make
sure that all payments are done and that the contracts are closed. You also want to assess the
turnout of the event, see is the KPIs set were achieved, make a blogpost or summary of the
event to share with the attendees plus wider audience later on. It is also useful to ask feedback
from your team on what could have been improved, what was overachieved, what was
stressful, so you know next time where you need to put an extra focus on. Also prepare a
satisfaction survey for participants to get their input on the event. Thank everyone and share
to the world the success of your event!