At Springboard Communications, we have a wealth of experience in consulting and managing client events. There are a few vital ingredients required to making any event a success, and we have compiled a helpful beginner’s guide to ensure you create the perfect event plan. For more information on how we can help you run an event that surpasses your goals, check out our service offerings and reach out to our team today.  

Define your objectives.

Always ask yourself beforehand ‘What are you hoping to achieve from this event?’. A set of strong objectives can help you to stick to a core plan and produce a fantastic event. 

Choose your location

Make sure that your location aligns with your objectives. Always make sure that the room is adequately equipped for your needs and ask about all associated costs prior to booking. Remember to ask about additional details such as parking, transportation to and from the venue, and food and beverage services. 

Set a date

This is an important factor that many people often forget. Ensure that you create a date that is suitable for your intended audience. Make sure that it isn’t conflicting with any holidays or key calendar events, both in your industry and outside it. 

Create a plan

Set yourself a timeline and include all the activities you will need to complete prior to the event. This plan can change but it is important that you can visualise everything that you need to do. 

Issuing invitations

If you issue too early, people may forget and if you issue too late, people may not be able to attend. Make sure you include all the details necessary on the invitation, including date and time, location, RSVP details and any additional information that your guests may need to know about attending. Ensure your key stakeholders are invited as it’s important that they attend. If you need help determining who your key stakeholders are, The Strategy Hub is a one-stop-shop for your stakeholder mapping and strategic needs.   

The day of the event

On the day of the event, you should arrive early and make sure that everything is in order. Remember to welcome any special guests or speakers and make them feel comfortable in their tasks for the day. Have your running order prepared in advance. It is a good idea to bring any collateral to your location early that morning, or the day before, so that any conference packs, leaflets, signage, etc., can be erected or placed where needed in good time. Our service offering, The Content Studio, can help you design eye-catching content that your audience craves and aligns with your brand. Whether you’re putting together event leaflets, a presentation or creating a short video to show attendees, the same principle applies: cut away all the noise and go straight to your Storytelling Sweet Spot.  

Evaluate

Measurement and evaluation have always mattered but never more so than today. Take the time to reflect after any event. Look at where you could manage your time or tasks better in the future to maximise efficiency and fine-tune your planning and preparation skills. Our service offering, The Reporting Lab, can help you to monitor the impact of your event and sentiment of your audience and attendees through website traffic, social media and email marketing analysis. These measurements can be used to amend any strategies or plans for future events to garner the best possible results.   

We review and share not only the results, but also learnings and strategic advice with you on a monthly basis. We use these ongoing measurements to amend the strategy, as and when needed, to garner the best possible results. 

With these event planning basics, you should be able to host a wonderful event that your guests will truly enjoy. 

If you’d like more information on how we can assist you in planning and running a successful event with our Strategy Hub, Content Studio and Reporting Lab services, get in touch with us today.  

Post by Susie Horgan

Susie founded Springboard in 2011, and has developed the business into a leading, director-led communications agency. She has worked for over 20 years in senior marketing and public relations roles.