You are currently viewing How To Plan An Event? Planning Tips, Steps, & Checklists

How To Plan An Event? Planning Tips, Steps, & Checklists

Key Takeaways:

  1. The first step to planning an event is to determine the purpose of your event and set a specific, measurable goal.
  2. You need to allocate a budget for different areas of the event, like venue rental, food and drink, decorations, entertainment, and marketing.
  3. Choosing a venue that fits your event’s theme or tone and is available on the date & time you want to host your event.
  4. Create a guest list taking into account budget & space constraints as well as whom you would like to invite.
  5. Once you know who will attend your event, start working out logistics details like transportation, accommodations, security, set-up & tear-down. 

Are you planning an event and needing help figuring out where to start? This comprehensive guide will walk you through event planning, from conception to execution. Plus, we’ve included a handy checklist to ensure you remember everything!

So, whether you’re throwing a birthday party, organizing a corporate retreat, or putting on your music festival, read on for everything you need for a successful event.

Read: Complete Guide to Event Planning

Step 1: Determine the Purpose of Your Event

Before planning anything, you need to figure out what you’re trying to achieve with this event. Do you want to increase brand awareness? Drive sales? Thank customers or employees? Or maybe you want to have a good time!

No matter what your goal is, make sure it’s specific and measurable. That way, you’ll be able to tell whether or not your event successfully reached it.

Step 2: Set a Budget

One important aspect of event planning is setting a budget and sticking to it. Determine the amount of money you have to work with & start allocating it to different areas of the event.

Some common expenses include venue rental, food and drink, decorations, entertainment, and marketing. There will likely be other costs, so make sure to leave some wiggle room in your budget if unexpected expenses arise.

Once you have a good idea of the cost of your event, start looking for ways to save money. For example, you may get discounts on decorations or catering if you book early. You can also ask friends or family members to help plan and execute your event.

Step 3: Choose a Venue

The venue you choose for your event can greatly impact its overall success. When selecting a platform, consider the size of the space, its location, what kind of amenities it offers, and whether it fits with your event’s theme or tone.

It’s also important to ensure the venue is available on the date and time you want to host your event. Once you’ve found a few potential venues, contact each other to inquire about availability and pricing.

Step 4: Create a Guest List

The next step in planning your event is to create a guest list. This will help you determine the venue size you need and how much food and beverages you should have on hand.

When creating your guest list, consider whom you’d like to invite and any budget or space constraints you may have. Once you have a list of potential guests, reach out to them to gauge their interest in attending your event.

Step 6: Plan the Logistics

Start working out details like transportation, accommodations, security, set-up, and tear-down. Make sure you have a clear plan for how everything will come together on the final day!


Step 7: Promote Your Event

Get the word out about your event using social media, email marketing, flyers, and other promotional materials. Make sure you start promoting your event early so people have time to clear their schedules. When promoting your event, include all the important details, such as the date, time, location, and cost. It would help if you also briefly described what your event would be about.

Step 8: Coordinate Transportation and Parking

Suppose your event is at a location not easily accessible by public transportation. In that case, you will need to arrange parking and transportation. This is especially important if your event is during rush hour or weekend.

Some things to consider:

  • Is there sufficient parking at the event location?
  • Is the parking accessible for people with disabilities?
  • Will you need to provide a shuttle service from a remote parking location?
  • Do you need to coordinate with a local taxi or ride-sharing service?

Step 9: Execute Your Plan

Once you’ve promoted your event and people have started to RSVP, it’s time to start executing your plan. This is where all your hard work will finally come together.

Make sure you have everything ready to go on the day of your event. This includes setting up equipment, preparing food or drinks, and ensuring everything runs smoothly.

If you have any last-minute problems, don’t panic. Stay calm and try to solve them as best you can. Remember, no event is ever perfect. The important thing is that you’ve done your best and everyone is having a good time.

Related: 11 KPIs for your next successful event!

How Can a Software Help with Event Planning?

Software that includes a registration system, venue sourcing, catering management, and many other features can help minimize your workload. If you need customized features in your software, Event Ready can make that for you! We can help you plan and manage your event more efficiently and ensure it runs smoothly. After your event, take some time to relax and enjoy yourself. You deserve it!

So, are you ready to take some help from Event Ready?

From big conferences to small get-togethers, we have the features and tools you need to make your event more successful and profitable. You can easily schedule meetings or conferences, import data from other sources like finance and marketing systems or CRMs, and track registrations and attendees in one central location – even across multiple locations!

Stop wasting time trying to manage your events on your own! Event Ready has everything you need to make event management easier in Los Angeles.

Request a free demo now and see how our software can help you!