The Making of a Flawless Event
“It takes real planning to organize this kind of chaos”
Planning the perfect event is anything but easy – it’s stressful, it’s nerve-racking, it’s time-consuming, and depending on the kind of event, it could be (very) expensive to plan and execute. However, stunning results make it all worth it! Event planning is my cup of tea – the details, the time, and the money that goes into each and every event are what excites me most about event planning. Events give me this adrenaline rush unlike anything else, and regardless of its size and target group, patience remains the key to success. However, not everyone likes planning; therefore, not everyone likes organizing events – but if you are fascinated by this exciting field, then the following paragraphs will (hopefully) be helpful.
Define the type…
Before arranging any event, one must first understand the type of event he is organizing. Are you planning a public, a private, or a business event? To be clear, a public event is as the name suggests, an event open for the general public, such as; exhibitions, expositions, fairs, festivals, entertainment, cause-related, fundraising events, and so forth. While a private, or business event could be identified as an ‘exclusive’ or ‘invitees only’ type of events, such as; birthday parties, weddings, business conference, and so forth. Once the event-planner has a well-defined idea of the type of event he’s planning, he can, well …. start planning!
Select the purpose and audience…
First and foremost, choose the purpose of the event. If you don’t know who, or what you’re planning for, then what’s the point? It is crucial to decide on what exactly you would like to achieve, and this depends of course on the kind of event you are organizing. Secondly, select your audience – your target group! Yes, even if it’s a public event, the target group must be clear.
Decide on the time, location, and B U D G E T...
Now that you have a purpose and an audience for the event, select the right date and location. Before officially selecting the date, open your calendar and with the information you have on your target audience, choose a few potential dates, and discuss this further with your stakeholders. Then the location and budget. Based on the type, purpose, and date of the event, choose a location that fits the theme, and one that is easily accessible to your target audience. Is there enough parking space? Is the event indoor or outdoor? These details matter, as they will play an important role in the overall evaluation of your event. Finally, do you have all the resources necessary to execute this event? Consider the amount of money that everything will cost, and determine whether the entire event is feasible or not. It’s all about knowing what you will need (resources), and how much these will cost in order make it happen. Nevertheless, appointing a specific person, or a specific group of people to deal with finances is most likely a good idea!
In conclusion, the organization of any event is not easy – you either like it, or you hate it, but I still genuinely believe that patience is the key to success. I have been lucky enough to either organize or help organize many events in my life, thanks to my involvement in various youth organizations on Aruba. What I especially enjoy is seeing something going from a simple plan to a spectacular reality – the execution of the event! Ultimately, it all comes to planning. Like Benjamin Franklin once said; “If you fail to plan, you are planning to fail.” So plan ahead, and plan accordingly!
Disclaimer: The views and opinions expressed in this blogpost are those of the author and do not necessarily reflect the official views of Phryme Magazine.